×IBM Maximo 6.2 Finance Manager Guide

IBM Maximo
Release 6.2
Finance Managers Guide
Note Before using this information and the product it supports, read the information in Notices on page Notices-1.
First Edition (November 2006) This edition applies to Release 6.2 of IBM Maximo and to all subsequent releases and modifications until otherwise indicated in new editions. Third-Party Technology: Certain Maximo products contain technology provided under license from third parties, as noted in the following table: IBM Product All Products Third-Party Information Portions 1996-2003 Visual Mining, Inc. Visual Mining NetCharts Server provided by Visual Mining, Inc. 19982005 Centennial Software Limited. Portions 1995-2004 Actuate Corporation. Portions 2005 BEA Systems, Inc. BEA WebLogic Server provided by BEA Systems, Inc. Portions 1996-2005, i-net software GmbH. J-Integra for COM v2.4. 2004 Intrinsyc Software International, Inc. Maximo Discovery IBM Maximo Enterprise Asset Navigator MSDE Copyright Microsoft Corporation. Portions 1993-2002 Snowbound Software Corporation. RasterMaster Raster imaging technology provided by Snowbound Software Corporation. Portions 1991 Pegasus Imaging Corp. IBM Maximo Mobile Portions 2005 DataMirror, Inc. Portions 2000-2005 Zaval Creative Engineering Group. IBM Maximo Mobile SE Portions 1996-2005 Syclo, LLC.
IBM Maximo
Open Source: Maximo contains computer software obtained from the public domain, known as "Open Source" ownership of which is attributed as follows: Portions 2002, Steve Souza (admin@jamonapi.com). Portions 2000-2004, Jason Hunter & Brett McLaughlin. Portions 2004-2005, The Apache Software Foundation (http://www.apache.org/). Copyright International Business Machines Corporation 2006. All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.
Contents
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viii Chapter 1: Security and Database Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 Database Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 Authorizing GL Component Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2 Configuring your GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2 Account Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2 Mandatory and Optional Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2 Using the Chart of Accounts Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3 Setting up Validation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3 Specifying Validation Options for GL Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Working with Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5 Operating Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5 Chapter 2: Transaction Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1 Database Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1 INVOICETRANS -- Invoice Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2 INVTRANS -- Inventory Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3 LABTRANS -- Labor Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4 MATRECTRANS -- Material Receipts Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 MATUSETRANS -- Material Use Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 SERVRECTRANS -- Service Receipts Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 TOOLTRANS -- Tools Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 Chapter 3: Valid GL Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1 Company-Related Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1 AP Suspense Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2 Received but not Invoiced (RBNI) Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2 Inventory-Related Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2 Currency Variance Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3 Inventory Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4 Inventory Cost Adjustment Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4 Inventory GL Account (item resource code) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4 Invoice Cost Variance Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5 Purchase Variance Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5 Receipts Price Variance Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6 Rotating Suspense Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6 Shrinkage Cost Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7 Location and Asset Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7 Asset GL Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8 Operating Location GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8 Preventive Maintenance Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8 PM GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8 Resource Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9 Inventory Resource Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Copyright IBM Corp. 2006
iii
Labor Resource Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9 Tool Resource Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9 Resource Control Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10 External Labor Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10 External Tools Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10 Internal Labor Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11 Internal Tools Control Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11 Tax Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11 Paid Tax GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11 Unpaid Tax GL Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12 Chapter 4: Financial Process Chapters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 General Ledger Account Transaction Processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 Merged Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2 GL Account Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4 Displayed Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4 Account Code Priorities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5 Intermediate Sources of Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6 Database Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6 Chapter 5: Financial Processes in Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1 Assets Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1 Move/Modify Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1 Move and Modify Assets Between Operating or Other Non-Storeroom Locations . . . . . . . . . . . . . . 5-2 Move Rotating Assets from Non-Storeroom Location to Storeroom or Inventory Control Location. 5-3 Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3 Moving Rotating Assets from Non-Storeroom Location to Storeroom or Other Inventory-Type Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4 Swap Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5 Locations Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5 Chapter 6: Financial Processes in Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1 Item Master Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1 Change Status from Non-Capitalized to Capitalized. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1 Primary Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2 Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3 Change Status from Capitalized to Non-Capitalized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4 Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4 Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-5 Inventory Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-5 Accounts in the INVCOST Table and the Locations Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-6 Accounts Only in the Locations Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7 Account in Only the Inventory Cost Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7 Insert Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7 Adjust Current Balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-8 Inventory Transaction, Type =CURBALADJ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-9 Adjust Physical Count . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-9 Inventory Transaction, Type = PCOUNTADJ. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-10 Reconcile Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-10 Adjust Standard Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-11 Inventory Transaction, Type Field = STDCSTADJ. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-13 Adjust Average Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-13 Inventory Transaction, Type Field = AVGCSTADJ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-14 Issue Current Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-15 Return an Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-16 Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-16 Transfer Current Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-17 Assemble/Disassemble Kit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-18 iv
IBM Maximo: Finance Managers Guide
Kit Cost Variance Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-18 Receipt Adjustment Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-19 Transfer Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-19 PO Material Receipts Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-19 For Storeroom Purchases (Issue on Receipt? = N) from Outside Vendor. . . . . . . . . . . . . . . . . . 6-19 For Storeroom Purchases (Issue on Receipt? = N) from Internal Vendor (Another Storeroom) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-20 For Direct Issue Purchases (Issue on Receipt? = Y) From Outside Vendor . . . . . . . . . . . . . . . . 6-20 Standard Receipt Adjustment Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-21 Issues and Transfers Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-21 Issue an Item within One Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-21 Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-21 Issue an Item Between Sites within the Same Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-22 Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-22 Return Previously Issued Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-23 Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-24 Transfer Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-24 Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-24 Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-25 Transfer In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-26 Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-26 Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-28 Issues and Transfers Database Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-29 Issues Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-29 Transfer Out Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-30 Transfer In Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-31 Tools Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-32 Chapter 7: Financial Processes in Preventive Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1 Preventive Maintenance Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1 Chapter 8: Financial Processes in Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1 Companies Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1 Purchase Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1 PR Lines Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2 Material Requisitions for Storeroom From External Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2 Material Requisitions for Direct Issue (Issue on Receipt? = Y) . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2 Material Requisitions From Internal Vendor (Another Storeroom). . . . . . . . . . . . . . . . . . . . . . . 8-3 Material Requisitions From Internal Vendor (Another Storeroom) in a Different Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3 Purchase Requisitions for Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3 Purchase Requisitions (Line Type = Service) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4 Purchase Requisitions (Line Type = Standard Service) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4 Purchase Requisitions for Rotating Asset, When Charge to Store? = Y . . . . . . . . . . . . . . . . . . . 8-4 Purchase Orders Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5 PO Lines Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5 Material Orders From External Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5 Receiving Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5 Material Receipt, External, into Storeroom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6 Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6 Material Receipt, External, Issue on Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6 Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6 Secondary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6 Material Receipt, Inspection Required? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-7 Purchase Orders Application with Receipt Required? check box indicated. . . . . . . . . . . . . . . . . 8-7 Receiving Application with Change Inspection Status action indicated . . . . . . . . . . . . . . . . . . . 8-7 Material Receipt, Internal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-8 Case 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-8
Contents
Case 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-9 Material Receipt across Organizations Internal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-10 Material Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-10 Service Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-10 Invoices Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11 Invoice Lines Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-11 Not Charged to Store. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12 Charged to Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12 Distribute Costs Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-13 Approve Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-14 Invoice Total Transaction (Primary Transaction) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-14 Additional Possible Transaction for Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-15 Tax Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-16 Pay Tax to Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-16 Do Not Pay Tax to Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-17 Cost Variance Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-18 Variances for Materials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-18 Case 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-19 Case 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-19 Case 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-21 Variances for Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-22 Service Not Charged to Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-22 Service Charged to Store. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-23 Chapter 9: Financial Processes in Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-1 Labor Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-1 Chapter 10: Financial Processes in Service Desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-1 Service Requests, Incidents, and Problems Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-1 Starting and Stopping the Timer to Capture Time Spent on a Ticket . . . . . . . . . . . . . . . . . . . . . . . 10-1 Chapter 11: Financial Processes in Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-1 Work Order Tracking Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-1 Report Actual Material Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-1 Report Actual Labor Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-2 Report Actual Tool Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3 Internal Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3 External Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4 Move/Modify Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5 Quick Reporting Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5 Labor Reporting Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5 Work Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5 Reporting WORK. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5 Reporting NON-WORK and OT-REF. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-7 Report Labor Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-8 Report Labor Use for Internal Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-8 Primary Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-8 Report Labor Use for External Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-9 Appendix: GL Database Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1 Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Notices-1 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Index-1
vi
About This Guide

This section explains how this guide can help you to use IBM Maximo. It also provides information about other IBM Corporation resources available to you, such as additional documentation and support. Maximo applications can support General Ledger (GL) accounting practices. By integrating Maximo with a financial application, you can access Maximo data and track Maximo transactions within your financial application(s). This guide discusses the financial data collection features in Maximo. More specifically, the guide explains how GL account codes default as a result of standard Maximo processes, such as inserting records, using resources, receiving materials, record insertion, resource usage, materials receipt, and approving invoices. For more information about establishing the account codes used in Maximo, refer to the IBM Maximo System Administrator's Guide. The procedures and processes in this manual describe a default out of the box Maximo configuration. Because you can customize Maximo to meet the needs of your business, they might not match your Maximo configuration exactly.
Audience
The Finance Manager or anyone else in your organization responsible for integrating Maximo with external financial systems should read this guide.
Related Documentation
For more information about Maximo, refer to the following documentation: Document IBM Maximo Installation Guide Description Describes how to install and configure the following software: Application server IBM Maximo Actuate IBM Maximo Multisite Administrators Guide Describes how to configure IBM Maximo for a Multisite implementation.
vii
Support Document IBM Maximo Online Help IBM Maximo Reconciliation Module Implementation Guide Description Provides step-by-step procedures for Maximo applications. Describes how to use the IBM Maximo Reconciliation module to reconcile the two types of information that IBM Maximo maintains about information technology (IT) assets: IT asset data and deployed asset data. Describes how to use Actuate to design and administer IBM Maximo reports. Describes database configuration, security, and other administrative level applications and tasks. Provides an overview of the Maximo end user applications. It also describes how the IBM Maximo applications interact with each other. Provides information about how to use IBM Maximo to plan, design, build, test, implement, and manage Workflow processes. Describes how to configure and use the IBM MEA.
IBM Maximo Report Administration and Development Guide IBM Maximo System Administrators Guide IBM Maximo Users Guide
IBM Maximo Workflow Implementation Guide
IBM Maximo Enterprise Adapter (MEA) System Administrator's Guide
Support
IBM Corporation users with a valid Annual Customer Support Plan (ACSP) can obtain product support online at Support Online: support.mro.com. Support Online includes information about product releases, software patches, and documentation updates. To find the most current version of a document, refer to the Knowledge Base on this site.
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Security and Database Configuration
This chapter describes the following topics as they are related to the IBM Maximo Finance Managers Guide: Security Database Configuration
Security
Security is important when implementing GL account codes within Maximo so that Maximo can communicate with a financial system. Groups (of users) establish Maximo security. You establish and maintain security through the Users application (for users) and the Security Groups application (for groups) in the Security module. Security groups can have as many users as needed for security purposes. Also, users must belong to each corresponding group to have that type of security access. For more information about establishing security levels for users, refer to the IBM Maximo System Administrators Guide and Security Help.
Database Configuration
The section describes the following database configuration actions: Authorizing GL Component Access Configuring your GL Account Using the Chart of Accounts Application Setting up Validation Specifying Validation Options for GL Account Codes Working with Locations
1-1
Authorizing GL Component Access

You set up GL account code formats using the GL Account Configuration action in the Database Configuration application in the Configuration module. You use the GL Components tab in the Security Groups application to specify which groups can edit the account codes. You can specify edit privileges separately for each component of the account code, letting you restrict users from updating specified GL components while letting them edit other components. For more information about authorizing GL component access, refer to the IBM Maximo System Administrators Guide.
Configuring your GL Account

Use the GL Account Configuration action in the Database Configuration application to specify the basic format of GL account codes. Every organization will use this format. To support different configurations for each organization, configure your GL components to the maximum length that any organization might use.
Account Components
Several distinct components (also called segments) represent each GL code. Delimiters separate components when the account codes appear on your page. Maximo always stores the delimiters in the database, which lets your database support variable lengths for individual components. Use GL Account Configuration to define the length and the data type of each component and to indicate whether each component is mandatory or optional. The first component of the GL code is the cost center. You can use up to three characters to define your own cost center. The following are examples of cost centers you can define: FIN (Finance Group) RD (Research and Development) SM (Sales and Marketing) For more information about GL account code formats, refer to the IBM Maximo Users Guide.
Mandatory and Optional Components

Within an account code, a component can be mandatory or optional. In a fullydefined account, you must specify all mandatory components. In a partiallydefined account, you can identify the mandatory component by the placeholder characters that it contains. You do not have to specify an optional component. The optional component appears only if you specify it. Any optional components must come at the end of the account string. You cannot place an optional component between two mandatory components.
1-2
Database Configuration Example You designated the first three components of an account as mandatory and the fourth as optional, making 1234-567 an unacceptable account code. Since the third component is mandatory, you must assign characters to the third component, even if you use placeholders. If both the third and fourth components are unknown, the account code would be 1234-567-???, assuming that you are using the character ? as your placeholder. Since the fourth component is both optional and unknown, that component does not appear. For more information about using GL Account Configuration, refer to the IBM Maximo System Administrators Guide.
Using the Chart of Accounts Application

In the Chart of Accounts application, you can perform the following activities: Enter company GL defaults, by company type Enter inventory-related account defaults for all inventory locations Enter resource code control accounts Enter valid values for each of the GL account components Select validation options Set up financial periods You use the Chart of Accounts application to identify GL accounts in Maximo. By using GL Account Configuration in the Database Configuration application, you can configure Maximo to use the GL accounts in your external financial system. Using the same account structure, Maximo can work interactively with your external financial system. To ensure that your Maximo represents your external financial systems GL accounts properly, check the Chart of Accounts application, which displays the GL accounts in Maximo. For more information on using the Chart of Accounts application, refer to the IBM Maximo System Administrators Guide and the Chart of Accounts help.
Setting up Validation
Within the Chart of Accounts Application, Maximo clears the Deactivate GL Validations? check box by default to indicate that Maximo has enabled validation. To enable both GL account code validation and financial period validation, do not select the Deactivate GL Validations? check box. For more information about the fields contained on the Validation Options dialog box, see Specifying Validation Options for GL Account Codes on page 1-4.
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Specifying Validation Options for GL Account Codes

To specify how you want Maximo to validate GL accounts when users enter them in a GL account fields, you use the Validation Options dialog box in Chart of Accounts. NOTE You specify the format of GL account codes using the GL Account Configuration dialog box in Database Configuration. To specify how you want Maximo to validate GL accounts, complete the following steps:
1 Open the Chart of Accounts application. 2 In the Organizations table window, select the organization for which you
want to specify validation rules.
3 From the Select Action menu, select Validation Options to open the
Validation Options dialog box, which contains four check box boxes.
4 Select or clear the appropriate check boxes:

Deactivate GL Validations? If you leave this check box cleared (the default), Maximo validates GL entries in GL account fields against values in Chart of Accounts as specified by the following two check boxes (Validate GL Component Combinations? and Validate Financial Periods?). If you select this check box:
!
Maximo does not validate any GL fields. You disable the general ledger feature even though users can still enter values in GL fields. Maximo clears the remaining check boxes, and you cannot select them.
Validate GL Component Combinations? You can either select or clear this check box.
!
If you select this check box (the default), Maximo only accepts a GL account entry if the combination of component values matches a GL account code in the GL Accounts table window. The Select GL Account dialog box does not display any component value that has not been used as part of a GL account code in the GL Accounts table window. If you clear this check box, Maximo accepts any combination of valid component values. To be valid, a component value must match a value in the GL Component Maintenance dialog box. The composite GL account code does not have to match an existing one in the GL Accounts table window.
Validate Financial Periods? If you select this check box (the default), Maximo verifies that a transaction falls within an open, valid financial period, as defined in the Financial Periods dialog box. If you clear this check box, Maximo does not validate against defined financial periods.
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Database Configuration To define your companys financial periods, use the Chart of Accounts application. For more information, refer to the IBM Maximo System Administrators Guide. After you close a financial period by entering an actual close date, Maximo no longer assigns any financial transactions to that period. Require valid GL account for all transactions? If you clear this check box (the default), Maximo allows transactions when users do not specify a valid GL account. If you select this check box, valid GL debit and credit accounts must be present on all transactions. In most cases, Maximo uses the GL accounts from the vendor record as a default.
5 To save any validation changes, click OK.

Example You configure account codes to have three mandatory components. You make 1111 a valid first component, 222 a valid second component and 333 a valid third component. However, you create no account code in Chart of Accounts containing both 222 as a second component and 333 as a third component. If you select the Validate GL Component Combinations? check box, you cannot use the account code 1111-222-333. If, you clear the Validate Component Combinations? check box, you can use the account code 1111-222-333.
Working with Locations

Maximo recognizes and tracks several location types. You should understand how and why you use each location type and how each type differs from the others. You can establish a GL account code for any type of location.
Operating Locations
Operating locations are where you use your assets; therefore, employees usually write work orders either for a location itself or an asset in an operating location. You also use operating locations to build a location hierarchy. You can design the location hierarchy to include all locations in your plant against which work orders are written. You also can use the hierarchy to track assets moving in and out of locations. You can have several location hierarchies within Maximo and hierarchies can share locations. You may find it helpful to assign default GL account codes to locations, instead of assets, in Maximo. For more information, refer to the IBM Maximo Users Guide and Locations Help. Other Asset Type Locations In addition to operating locations, assets also can be in other asset type locations, such as vendor, salvage, and repair locations. You can assign default GL accounts to these locations.
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Database Configuration Storeroom Locations You name an inventory storeroom using its location. Employees stock items in and from where they issue items. For more information about storeroom locations and other inventory type locations, refer to the IBM Maximo Users Guide and Inventory Help. Other inventory type locations are labor and courier. Use labor and courier locations to track inventory items either en route to or from vendors, or between a storeroom and its destination (another storeroom, or a work order site, for example). Courier records can have an associated company location record, and labor records can have an associated labor location record. You also can transfer inventory directly to a labor or courier location. For more information about location types, refer to the IBM Maximo Users Guide.
Other Inventory Type Locations
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Transaction Types
The following tables list Maximo transaction types by their associated database table. Each Maximo database tables name is uppercase, followed by the tables description. For each database table, the following tables list transaction types and associated processes. In the Transaction Type column, the database name for the transaction is uppercase, followed by the transactions full name or description. The Associated Processes column briefly describes the Maximo processes that can write the corresponding transaction type to the database table. For more information about these processes, see Chapter 4, Financial Processes.
Database Tables
The section contains information for the following database tables: INVOICETRANS Invoice Transactions INVTRANS Inventory Transactions LABTRANS Labor Transactions MATRECTRANS Material Receipts Transactions MATUSETRANS Material Use Transactions SERVRECTRANS Service Receipts Transactions TOOLTRANS Tools Transactions
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Database Tables
INVOICETRANS -- Invoice Transactions

The following table lists the transaction types and associated processes for the INVOICETRANS (Invoice Transactions) table. INVOICETRANS Transaction Types and Associated Processes Transaction Type TOTAL Invoice total transaction TAX1 Tax transaction for tax type 1 TAX2 Tax transaction for tax type 2 TAX3 Tax transaction for tax type 3 TAX4 Tax transaction for tax type 4 TAX5 Tax transaction for tax type 5 INVCEVAR Invoice cost variance transaction Transaction Value The total amount of the invoice, including tax. The line cost equals the sum of tax type 1 on all invoice lines, if the invoice includes tax type 1. The line cost equals the sum of tax type 2 on all invoice lines, if the invoice includes tax type 2. The line cost equals the sum of tax type 3 on all invoice lines, if the invoice includes tax of type 3. The line cost equals the sum of tax type 4 on all invoice lines, if the invoice includes tax of type 4. The the line cost equals the sum of tax type 5 on all invoice lines, if the invoice includes tax type 5. For materials received into a storeroom if a cost variance between receipt and invoice exists, and if either following condition is true: UpdateInventory = 1 and invoice quantity > current balance Or UpdateInventory = 0, the line cost equals the sum of all price variances on the invoice CURVAR Currency variance transaction Approve invoice for materials to go to storeroom if a currency variance between receipt and invoice exists and if either following condition is true: UpdateInventory = 1 and invoice quantity > current balance Or Update Inventory = 0, the line cost equals the sum of all currency variances on the invoice
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Database Tables
INVTRANS -- Inventory Transactions

The following table lists the transaction types and associated processes for the INVTRANS (Inventory Transactions) table. INVTRANS Transaction Types and Associated Processess Transaction Type (Value) AVGCSTADJ Average cost adjustment CAPCSTADJ Capitalized cost adjustment CURBALADJ Current balance adjustment Inventory Action Adjust Average Cost action in Inventory. Adjust Capitalized Cost action in Inventory. Adjust Current Balance action in Inventory. Reconcile Balances action in Inventory. INSERTITEM Inserting an item record Insert an item/location record in Inventory. Duplicate record. Add Item to Storeroom Location action in Inventory. The Transfer In tab or Transfer Out tab in the Issues and Transfers application, if used to transfer material items to a storeroom location where the items did not previously exist. PCOUNTADJ Physical count adjustment STDCSTADJ Standard cost adjustment STDRECADJ Standard receipt adjustment Adjust Physical Count action in Inventory. Adjust Standard Cost action in Inventory. Receive Material on Purchase Orders into storeroom if the following conditions are met: Default issue cost is set to standard. Receipt price differs from the standard cost.
Transaction Types
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Database Tables
LABTRANS -- Labor Transactions

The following table lists the transaction types and associated processes for the LABTRANS (Labor Transactions) table. LABTRANS Transaction Types and Associated Processes: Transaction Type (Value) WORK Associated Processes Report labor use of type WORK (that is, for hours spent in actual work time). Report labor use of type NONWORK (that is, for hours spent in non-work transaction). Report labor use of type OT-REF (that is, for hours spent in overtime refused)memo transaction only. Report labor use of type TRAV (that is, for hours spent in travel time). Synonym of WORK. Report labor use of type WMATL (that is, for hours spent waiting for materials). Synonym of WORK. Report labor use of type SICK (that is, for hours spent in sick time). Synonym of NON-WORK. Report labor use of type VAC (that is, for hours spent in vacation time). Synonym of NON-WORK.
NON-WORK
OT-REF
TRAV
WMATL
SICK
VAC
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Database Tables
MATRECTRANS -- Material Receipts Transactions

The following table lists the transaction types and associated processes for the MATRECTRANS (Material Receipts Transactions) table. MATRECTRANS Transaction Types and Associated Processes Transaction Type (Value) RECEIPT Material receipt RETURN Material return TRANSFER Material transfer Associated Processes Material Receipt in Receiving. Material Returns in Receiving. Transfer Current Item action in Inventory. Transfer In and Transfer Out in Issues and Transfers. Material receipt, internal in Receiving. Move/modify assets from nonstoreroom location to inventory-type location in Assets, Purchasing, or Work Orders. INVOICE Invoice variance Approve invoice for materials purchased for a storeroom, if a cost variance between receipt and invoice exists.
MATUSETRANS -- Material Use Transactions

The following table lists the transaction types and associated processes for the MATUSETRANS (Material Use Transactions) table. MATUSETRANS Transaction Types and Associated Processes Transaction Type (Value) ISSUE Issue or usage Associated Processes Issue an item in Inventory Control. Issue an item in Issues and Transfers. Report metered material use against a work order. Report actual material use. Material receipt, external, issue on receipt.
Transaction Types
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Database Tables Transaction Type (Value) RETURN Return item to store Associated Processes Return a non-rotating item using Issue Current Item in Inventory. Return an item using Issues and Transfers. Report actual material use.
SERVRECTRANS -- Service Receipts Transactions

The following table lists the transaction types and associated processes for the SERVRECTRANS (Service Receipts Transactions) table. SERVRECTRANS Transactions Types and Associated Processes Transaction Type (Value) RECEIPT INVOICE Invoice variance Associated Processes Service receipt in Receiving. Approve invoice for services, either with no PO, or with a cost variance between receipt and invoice. Approve invoice for services subsequent to distributing costs for those services.
TOOLTRANS -- Tools Transactions

The following table lists the transaction types and associated processes for the TOOLTRANS (Tools Transactions) table. TOOLTRANS Transaction Type and Associated Process Transaction Type (Value) none Associated Process Stores records that show actual tool use.
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Valid GL Accounts
Overview
This chapter describes the valid General Ledger (GL) account types that you can establish and use with Maximo. You can set up these accounts within Maximo so that they correspond to accounts that you use in your external accounting system. When you establish your Chart of Accounts in Maximo, you can match the account codes in your accounting system to the account names in the Maximo Chart of Accounts application. For information about the Chart of Accounts application, refer to the IBM Maximo System Administrators Guide. Maximo transactions have a debit and a credit entry. For each transaction, Maximo writes a certain account to the database as the debit account. however, the cost of the transaction can be negative or positive to create the correct net accounting effect. In other words, Maximo can create the net effect of a credit to a given account by debiting that account with a negative cost amount. For example, in recording a receipts price variance, Maximo debits the receipts price variance account, whether the receipt price is higher or lower than the purchase order price. If the receipt price is lower than the purchase order price, Maximo debits the receipts price variance account by a negative amount. Similarly, Maximo can create the net effect of a debit by crediting an account by a negative amount.
Company-Related Accounts
This section describes the following company-related accounts: AP Suspense account Receive But Not Invoiced (RBNI) account
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Inventory-Related Accounts
AP Suspense Account
The AP Suspense account holds the value of invoices that you have approved, but not paid. When you approve an invoice, Maximo credits the AP Suspense account for the invoice total transaction, and debits the RBNI account. You can establish the AP Suspense account on a company-by-company basis. If you do not specify an account for a particular company, Maximo defaults to the AP Suspense account in the Chart of Accounts. The Chart of Accounts lists the AP Suspense account by company type, under the Company-Related Accounts action. RBNI Account vs. AP Suspense Account When Invoice Is Approved Maximo debits the . . . RNBI account, and credits the . . . AP Suspense account.
Received but not Invoiced (RBNI) Account

Maximo uses the RBNI account to track materials and services that you have received, but that you have not yet invoiced. When you receive an item, Maximo credits the RBNI account. When you approve the invoice for that item, Maximo debits the RBNI account for the invoice total transaction. You can establish the RBNI account on a company-by-company basis. If you do not specify an account for a particular company, Maximo defaults to the RBNI account in the Chart of Accounts. The Chart of Accounts lists the RBNI accounts by company type, under the Company-Related Accounts action.
This section describes the following inventory-related accounts: Currency Variance account Inventory Control account Inventory Cost Adjustment account Inventory GL account (item resource code) Invoice Cost Variance account Purchase Variance account Receipts Price Variance account Rotating Suspense account Shrinkage Cost account
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Currency Variance Account

Maximo uses the Currency Variance account to track differences between the receipt price and the invoice cost that result from changes in the exchange rate. Even if the exchange rate fluctuates between receipt and invoice, Maximo debits this account only if either following condition is true: You cleared the Update Cost/Currency Variances on Inventory Costs? check box. or You selected the Update Cost/Currency Variances on Inventory Costs? check box and the invoice amount exceeds the current balance. If you use standard cost, clear the Update Cost/Currency Variances on Inventory Costs? check box. If you clear the check box, Maximo writes the transaction amount to the Currency Variance account. If you select the check box and the invoice amount exceeds its current balance, the second condition listed above is true, Maximo writes only the difference to the Currency Variance account. NOTE The Update Cost/Currency Variances on Inventory Costs? check box is located on the Inventory Defaults dialog box. To access this dialog box, complete the following steps:
1 Select Administration > Organizations to open the Organizations

application.
2 Select an organization from the list Maximo provides and click the
Organization tab.
3 From the Select Action menu and select Inventory Options > Inventory
Defaults to open the Inventory Defaults dialog box. Maximo debits the Currency Variance account in a Currency Variance transaction: If an exchange rate change causes the invoice cost in base currency to exceed the receipt cost in base currency, the transaction amount is positive. If an exchange rate change causes the invoice cost in base currency to be less than the receipt cost in base currency, the transaction amount is negative. Maximo pairs this account with the Inventory Control account: When the currency variance accounts value increases, the Inventory Control accounts value decreases. Currency Variance Account vs. Inventory Control Account If the Currency Variance account . . . increases, decreases, the Inventory Control account . . . decreases. increases.
Variance accounts track price variances by storeroom location, not by item.

Valid GL Accounts
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Inventory Control Account

The Inventory Control account stores the monetary value of the stock in the associated storeroom location. When you transfer an item, Maximo debits the receiving storeroom and credits the issuing storeroom. Also, Maximo credits the inventory control account for the following transactions involving inventory items: receipts price variance invoice cost variance currency variance and material issue or use Maximo debits the Inventory Control account for the following transactions involving inventory items: receipt, total cost variance, and return. The inventory control account is also the debit account when a stock adjustment results from: adjust current balance adjust standard cost change capitalized status reconcile balances
Inventory Cost Adjustment Account

Maximo uses the inventory cost adjustment account to track changes when the Adjust Average Cost or Adjust Standard Cost actions cause the average price or the standard price, respectively, to change. Maximo credits this account in an average cost adjustment or standard cost adjustment transaction. Maximo pairs the inventory cost adjustment account with the Inventory Control account. When Maximo credits the Inventory Cost adjustment account, it debits the Inventory Control account. When the average or standard cost increases, the transaction amount is positive. Average or Standard Cost vs. Transaction Amount If the average or standard cost . . . increases, decreases, the transaction amount is . . . positive. negative.
Inventory GL Account (item resource code)

The Inventory GL account holds the resource code associated with the commodity group (that you set up in the Chart of Accounts), and appears as a segment of merged accounts in transactions such as issues, returns, and transfers of the item from the storeroom location.
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Invoice Cost Variance Account

Maximo uses the Invoice Cost Variance account to track variances in the price, expressed in the vendors currency, between receipt and invoice for the associated storeroom location. Even if the cost, expressed in the vendors currency, changes between receipt and invoice, Maximo debits this account only if either of the following conditions is true: UPDATEINVENTORY in the MAXVARS table is set to 0 (No). or UPDATEINVENTORY in the MAXVARS table is set to 1 (Yes), and the invoice monetary value exceeds the current balance. (If you use the standard cost, set the UpdateInventory flag to 0, [No].) If the flag is set to 0, Maximo writes the amount of the transaction to the Invoice Cost Variance account. If the flag is 1 and the invoice amount exceeds the account balance, Maximo writes only the difference to the Invoice Cost Variance account. Maximo debits the Invoice Cost Variance account in an invoice cost variance transaction. When the invoice line cost exceeds the receipt cost, the transaction amount is positive. When the invoice line cost is less than the receipt cost, the transaction amount is negative. Invoice Line Cost vs. Transaction Value If the invoice line cost . . . exceeds the receipt cost, is less than the receipt cost, the transaction amount is . . . positive. negative.
Maximo pairs this account with the Inventory Control account. When the Invoice Cost Variance accounts value increases, the Inventory Control accounts value decreases. NOTE Variance accounts track price variances by storeroom location, not by item.
Purchase Variance Account

Maximo does not use the Purchase Variance Account for any transactions.
Valid GL Accounts
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Receipts Price Variance Account

Maximo uses the Receipts Price Variance account for the standard cost only, to track for differences between the inventory standard cost and the receipt cost (which is storeroom specific), for items in the associated storeroom location. Maximo debits the Return Price Variance account in an inventory standard receipt adjustment transaction. When the purchase price at receipt exceeds the standard cost, the transaction amount is positive. When the purchase price at receipt is less than the standard cost, the transaction amount is negative. Purchase Price at Receipt vs. Transaction Amount Value If the purchase price at receipt . . . exceeds the standard cost, is less than the standard cost, the transaction amount is . . . positive. negative.
Maximo pairs the Receipts Price Variance account with the Inventory Control account; when the Receipts Price Variance accounts value increases, the Inventory Control account value decreases. NOTE Variance accounts track price variances by storeroom location, not by item.
Rotating Suspense Account

The Rotating Suspense account holds the accumulated cost of repairs to an asset until you move the asset into a storeroom. The Rotating Suspense account is the debit account for work orders that you charge to a storeroom (that is, for which the Charge to Store? check box is selected). Maximo charges this account when you use material, labor, or tools to complete the work order. When Maximo debits this account for resource use, it credits the appropriate resource control account. In addition, Maximo debits the Rotating Suspense account when you receive a service associated with rotating assets if the Charge to Store? check box is selected. When you approve the invoice for this service, if the cost of the service on the approved invoice exceeds the cost at receipt, Maximo debits this account for the variance. When Maximo debits the Rotating Suspense account for the received or invoiced service, it credits the vendors RBNI account. Rotating Suspense Account vs. RBNI Account Maximo debits the . . . rotating suspense account, and credits the . . . vendors RBNI account.
Finally, the Rotating Suspense account is the credit account when you move rotating assets from a non-storeroom location to an inventory-type location. When you move the assets into the storeroom, Maximo writes a transaction of type TRANSFER to the MATRECTRANS table. The transfer transaction causes Maximo to credit the Rotating Suspense account and debit the Inventory Control account for the receiving storeroom. 3-6
Location and Asset Accounts Rotating Suspense Account vs. Inventory Control Account Maximo debits the . . . inventory control account and credits the . . . rotating suspense account
In the Chart of Accounts application, you can specify a global Rotating Suspense account code by selecting the Organization Default Account action and entering a value in the Global Rotating Suspense Account field. The value you enter becomes the default for the Rotating Suspense Account (ASSET.ROTSUSPACCT) field in the Assets application or you can specify a new value in this field. NOTE By default, the ASSET.ROTSUSPACCT field is not visible in Maximo.
Shrinkage Cost Account

Maximo uses the Shrinkage Cost account to track differences between actual inventory quantities and Maximo-calculated quantities. Maximo credits this account in a current balance adjustment transaction and in a reconciling balances transaction. When the actual inventory quantity exceeds the Maximo-calculated current balance, the transaction amount is positive. Shrinkage Cost Account vs. Transaction Value If the actual inventory quantity . . . exceeds the Maximo-calculated current balance is less than the Maximo-calculated current balance the transaction amount is . . . positive. negative.
Maximo pairs this account with the Inventory Control account, which is the debit account in a current balance adjustment transaction.
Location and Asset Accounts

This section describes the following location and asset-related accounts: Asset GL Account Operating Location GL Account
Valid GL Accounts
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Preventive Maintenance Account
Asset GL Account
The Asset GL account is the default debit account for work orders, purchase orders, and other types of accounts against an asset. You can establish this account only on the asset record (it does not default from any other record in Maximo). Assign GL accounts to locations instead of to assets (see note following this paragraph). The Asset GL Account field does not appear initially in the Assets application. Therefore, to specify a GL account for a particular asset, first display the Asset GL Account field in the Assets application. NOTE If you fully specify an Asset GL account, Maximo never charges costs related to that asset (that is, resulting from a work order) to the operating location GL account, regardless of the assets location. More specifically, any account components that you specify in creating the asset GL account overrides those same components in the operating location GL account. For example, if you create a work order in asset with GL account 1111-222-???, and the work order is to be performed at an operating location with GL account 1111-333-444, the GL debit account for the work order is 1111-222-444. GL Debit Account for Work Order from Asset and Location GL Accounts Account Asset GL account Operating Location GL account GL Debit account for Work Order Number 1111-222-??? 1111-333-444 1111-222-444
Operating Location GL Account

The operating location GL account is the default debit account for work orders, purchase orders, and other types of accounts against the location. You can establish this account only on the operating location record (it does not default from any other record in Maximo).
Preventive Maintenance Account

This section describes the PM (preventive maintenance) GL account.
PM GL Account
Maximo uses the PM GL account when a preventive maintenance record generates a work order. Typically, you specify only one segment of the account code to represent the type of work. You establish this account directly on the PM record. On the work order, Maximo merges this account with the asset and/or location GL account code(s), if those exist. In the merger, if codes have defined components in the same segment, the PM GL account components have the highest priority; that is, the PM GL account code segment(s) override defined segments in the same position from the location and/or asset GL account codes. 3-8
Resource Codes
Resource Codes
In Maximo, you can associate resource codes typically one segment of a GL account with resources used on work orders. The following resource codes are described in this section: Inventory Resource Code Labor Resource Code Tool Resource Code Resource Accounting Associating the codes lets you do resource accounting. With resource accounting, you assign an account component to each resource in Maximo. Maximo merges this account component, called the resource code, into the GL debit account for the cost of the work order or other transaction when you record use of the resource. You can establish resource codes in the Chart of Accounts for groups of resources (items of a certain type, for example). You also can establish resource codes on individual records. Resource accounting offers the advantage of letting you perform in-depth analysis of resource use. For example, you can analyze use by commodity group, individual item, or labor code.
Inventory Resource Code

Inventory Resource codes are the inventory resource component of the debit account in a transaction. For example, when you create a work order requiring an inventory item, that work orders line item includes the inventory resource account component in the GL debit account code. In the Chart of Accounts, you can define inventory resource codes by commodity group. Additionally, to track items by individual item identifiers, display the GL account field in the Item Master application and overwrite the code on the item record itself.
Labor Resource Code

Labor Resource Code are the labor resource component of the debit account in a transaction. For example, when you create a work order requiring labor, the work orders line item includes the labor resource account segment in the GL debit account code. In the Chart of Accounts, you can define one labor resource code for internal labor, and another for external labor. Additionally, to track laborers by individual identifier, display the GL account field in the Labor application and overwrite the code on the labor record itself.
Tool Resource Code

Tool resource codes are the tool resource component of the debit account in a transaction. For example, when you create a work order requiring a tool, that work orders line item includes the tool resource account component in the GL debit account code.
Valid GL Accounts
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Resource Control Accounts In the Chart of Accounts, you can create two resource codes, one for internal resource tools and one for external resource tools. Additionally, to change the default resource code by individual tool identifier, go to Inventory > Tools, select the Tools tab, and select Tool/Organization Details from the Select Action Menu.
Resource Control Accounts

This section describes the following resource control accounts: External Labor Resource Control account External Tools Control account Internal Labor Control account Internal Tools Control account
External Labor Control Account

Maximo uses the External Labor Control account as the credit account for any external labor transaction. It is the accrual account for the value of external (contract) labor issued to work orders or other activities. For example, Maximo credits this account when you report external labor use on a work order. You define the external labor control account in the Chart of Accounts for all external labor. You also can define default accounts by the external labors vendor. You can overwrite the account code on the individual labor record. To do so, display the Labor Control Account field in the Labor application. Maximo pairs this account with the debit account in the transaction, which includes the labor resource code as a component.
External Tools Control Account

Maximo uses the external tools control account as the credit account for any external tool transaction; it is the accrual account for the value of external (contractors) tools issued to work orders or other activities. For example, Maximo credits this account when you report external tool use on a work order. You define the external tools control account for each vendor in the Companies application for all external tools owned by that individual vendor. In the Chart of Accounts, you can create two resource codes, one for internal resource tools and one for external resource tools. Additionally, to change the default resource code by individual tool identifier, go to Inventory > Tools, select the Tools tab, and select Tool/Organization Details from the Select Action Menu. Maximo pairs the External Tools Control account with the debit account in the transaction, which includes the tool resource code as a component.
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Tax Accounts
Internal Labor Control Account

Maximo uses the internal labor control account as the credit account for any internal labor transaction. It is the accrual account for the value of internal labor issued to work orders or other activities. For example, Maximo credits this account when you report internal labor use on a work order. You define the Internal Labor Control account in the Chart of Accounts for all internal labor; you also can define default accounts by the labors work location. You can overwrite the account code on the individual labor record. To do so, display the Labor Control Account field in the Labor application. Maximo pairs this account with the debit account in the transaction, which includes the labor resource code as a component.
Internal Tools Control Account

Maximo uses the internal tools control account as the credit account for any internal tool transaction. It is the accrual account for the value of internal tools issued to work orders or other activities. For example, Maximo credits this account when you report internal tool use on a work order. To define the default internal tools control account, go to Financial > Chart of Accounts and select Organization Default Accounts from the Select Action menu. You can overwrite the account code on the individual tool record. To display the Control Account field go to Inventory > Tools and select Tool/ Organization Details from the Select Action menu. Maximo pairs this account with the debit account in the transaction, which would include the tool resource code as a component.
Tax Accounts
This section describes the following tax accounts: Paid Tax GL account Unpaid Tax GL account
Paid Tax GL Account

The Paid Tax GL account is the accrual account for tax that you pay to a vendor or supplier. In most countries, you pay tax to a vendor or supplier, instead of a government tax authority. You can specify the Paid Tax GL account in two ways: You can specify a value for individual tax codes, or specify a Tax Type GL account in the Paid field that Maximo will use as the default. You can specify a Paid Tax GL account for tax types 1 through 5. When you approve an invoice that includes tax, Maximo debits the Paid Tax GL account. Maximo uses the Paid Tax GL account as defined for each tax code. If an individual GL account has not been assigned for the tax code, Maximo uses the GL account that is specified for the tax type.
Valid GL Accounts
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Tax Accounts The transaction amount is the sum of the amounts specified for each tax type in the invoice lines. (For an invoice of type Credit, the amount is negative.) When the invoice includes tax, Maximo pairs the paid tax GL account with the RBNI account; in this case, when Maximo debits the paid tax GL account, it credits the RBNI account. When the invoice does not include tax, Maximo pairs the paid tax GL account with the unpaid tax GL account; in this case, when Maximo debits the unpaid tax GL account, it credits the paid tax account. Invoices with and without Tax vs. Accounts If the invoice . . . includes tax, does not include tax, Maximo debits the . . . paid tax GL account unpaid tax GL account and credits the . . . RBNI account. paid tax account.
Unpaid Tax GL Account

The Update Cost/Currency Variances on Inventory Costs? check box is located on the Inventory Defaults dialog box. To access this dialog box, complete the following steps:
1 Select Administration > Organizations to open the Organizations

application.
2 Select an organization from the list Maximo provides and click the
Organization tab.
3 From the Select Action menu, select Inventory Options > Inventory
Defaults to open the Inventory Defaults dialog box. You can create and manage the Unpaid Tax GL account, also within the Organizations application, by selecting Purchasing Options > Tax Options from the Select Action menu. The Unpaid Tax GL Account field is the accrual account for unpaid tax. You use this account only for invoices that require you to pay tax directly to a government tax authority, instead of vendors or suppliers. You can indicate the Unpaid Tax GL account in two ways: Specify an Unpaid Tax GL account for tax type 1 through 5. Maximo will use this account as the default. Specify a value in the Unpaid Tax GL Account field for each individual tax code. When you approve an invoice, Maximo debits the Unpaid Tax GL account. Maximo uses the Unpaid Tax GL account as defined for each tax code. If an individual GL account has not been assigned for the tax code, Maximo uses the GL account for that tax type. The transaction amount is the sum of the amounts specified for each tax type in the invoice lines. (For an invoice of type Credit, the amount is negative.) When Maximo debits the Unpaid Tax GL account, it credits the Paid Tax GL account. 3-12
Financial Process Chapters
This chapter assists you in understanding the following chapters: Chapter 5: Financial Processes in Assets Chapter 6: Financial Processes in Inventory Chapter 7: Financial Processes in Preventive Maintenance Chapter 8: Financial Processes in Purchasing Chapter 9: Financial Processes in Resources Chapter 10: Financial Processes in Service Desk
General Ledger Account Transaction Processes

This chapter describes in detail the processes that cause Maximo to write general ledger account transactions. A process is a series of tasks that you can perform in Maximo. Generally, these transactions reside in Maximo transaction tables, which you can map to your external financial system. NOTE Processes resulting in debit/credit transactions use decimal fields and amount (cost) fields. To minimize the effects of rounding in calculations, use the Database Configuration application to set the scale (the number of places calculated and displayed to the right of the decimal point) of these fields to six or more places. For a process to assign a default code to a particular account, you first must establish that default code in the Chart of Accounts. Example If you insert a company record for a vendor, Maximo assigns a default code to the Received But Not Invoiced (RNBI) account. For the assignment to occur, however, you first must establish which code to use for the RBNI account for vendors. To establish your vendor RBNI code, use the Chart of Accounts application (Company-Related Accounts action). For more information about establishing accounts, refer to the IBM Maximo System Administrators Guide and the Chart of Accounts Help. To overwrite the default code for an account, you must have authorization. For more information, see Chapter 1: Security and Database Configuration.
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General Ledger Account Transaction Processes If you have authorization to edit account codes, you might need to display the field in the relevant application. For example, suppose that for a certain labor record, you want to use a code other than the default for the GL account. To overwrite the default account code, you first must make the GL Account field visible in the Labor application.
Merged Account Codes

Certain processes cause Maximo to create or use a merged account code. For example, reporting labor use against a work order usually causes a debit to a merged account. The sources of the merged account are the Labor GL account and the Work Order GL account. In this example, Maximo merges both the Labor GL account and the Work Order GL account as neither one usually has all of its components specified. For example, if the Labor GL account is ????-???-300, and the Work Order GL account is 6000-300-???, the Debit account for labor use is 6000-300-300. Debit Account for Labor Use from Merger of Labor and Work Order GL Accounts Account Labor GL account Work Order GL account Debit account for Labor Use Number ????-???-300 6000-300-??? 6000-300-300
If, however, these two accounts both have the second component specified, the second component of one account code must take precedence over the second component of the other account code. Maximo has rules about which accounts take precedence over others. For the relevant processes in this guide, we show a table with a numbered list of source accounts. For these processes, the account with the higher priority (lower number) takes precedence over the account with the lower priority (higher number). For example, in the process, Report Internal Labor Usage, Maximo displays the sources of the debit and credit accounts in priority in the following table: Debit and Credit Accounts for Report Internal Labor Usage Source of GL Account Debit $15.00 x 2 = $30.00 Credit $15.00 x 2 = $30.00 Source of GL Account Labor control account
1 Labor GL
account account account
2 Work Order GL 3 Asset GL 4 Operating
Location GL account
4-2
General Ledger Account Transaction Processes Consider what the merge order of the debit account components for this particular process illustrates as a general rule: If you charge a financial transaction, involving a resource, to a work order, an asset, or an operating location, the merge order of the components of the relevant GL accounts always has the listed priority. Example GL account codes specified on the PM, asset, and operating location records named in the Work Orders application. Merged Accounts and Account Numbers Account PM record GL account (priority 1) Asset GL account (priority 2) Operating location GL account (priority 3) Work Order GL account Example Purchase a bearing that you will charge to work order 1020: Work order 1020 is for repairing a forklift in the shipping and receiving department. The item resource code for a bearing is ????-???-200. The work order GL account for work order 1020 is ????-301-201. The forklift has no specified GL account. The location GL account for shipping and receiving is 6500-300-???. The resulting GL debit account for the transaction is 6500-300-200. You specify the first component for only the location GL (6500). You specify the second component both in the work order GL (301) and the location GL (300), and the location GL takes priority, You specify the third component for both the item resource code (200) and the work order GL (201), and the item resource code takes priority. GL Debit Accounts and Account Numbers Account Item Resource Code Work Order GL account Location GL account GL Debit account
Number 2345-???-??? 6789-787-??? 5555-999-XYZ 2345-787-XYZ
Number ????-???-200 ????-301-201 6500-300-??? 6500-300-200 4-3
GL Account Tracking NOTE When Maximo merges account codes the result can be an account code that is not established in the Chart of Accounts application. In that case, an error message appears and you cannot complete the current transaction. Use the following table to determine further action: Merged Account Codes Action Table If your company . . . intends to use the merged account code then . . . an authorized user must establish the account code in Chart of Accounts before you can proceed with the attempted transaction you must ensure that you are attempting a valid transaction.
does not use the merged account code
GL Account Tracking
In Maximo most users do not need to be concerned which GL account codes to enter in the application. After you have defined the accounts and associated codes in Chart of Accounts (or, in a few cases, specified on Maximo records), most GL account fields default to an account code or merged codes entered elsewhere in Maximo. Maximo validates each account code or segment that you enter in Chart of Accounts or in GL fields in other Maximo applications, against the account codes in the Chart of Accounts application. (In most cases, if you have authority, you can overwrite the default GL code.) This following section describes where Maximo locates the GL account codes that populate various fields or database columns. For each application described in Chapters 5 10, the GL field information is divided into two sections: Displayed Fields Database Fields
Displayed Fields
The Displayed Fields sections of the financial processes chapters name the GL field you see on the page, or would see on the page if the associated field were displayed, and names the field in Maximo that is the source of the GL code in that field. If Maximo uses the value in another field as the default source field, the field containing the value that Maximo used as the default might be listed as the origin of the source, and so on; if not, you can refer to the source field elsewhere in this chapter to find out its source. The financial processes chapters present the information in the following format: Field Name (COLUMNNAME) Source field on source page Source field/ page 4-4
GL Account Tracking You can read the symbol in this chapter to mean comes from or defaults to. When you read a statement from left to right, this symbol describes for you the path Maximo uses to fill the GL field named to the left of or above the first arrow. Example The GL Debit Account field on the PR Lines tab: GL Debit Account (GLDEBITACCT) GL Control Account field (not displayed) for storeroom location in the Inventory application. The field to the right of the last arrow must meet one of the following criteria: It is the field where someone entered the GL account code or segment in Maximo, generally, in the Chart of Accounts application. It is a field in another Maximo application, which has its own section. To trace the GL account code to its entry in Chart of Accounts or other ultimate source application, refer to that section. Most fields in Maximo applications are associated with a column in a database table. Although Maximo calculates some fields for display on the page, (that is, they have no associated database table column where Maximo stores the value), all GL fields have associated database table columns. By using the standard page views in Maximo, you can see some values from the GL-related columns in the database table. However, Maximo does not display other GL-related fields automatically. Although a database column in the table is associated with the application, Maximo does not display the data in that column unless you make the field visible.
Account Code Priorities

A number of instances exist in Maximo where the GL code in a field can come from more than one potential source field. If GL codes are in more than one potential source field, Maximo merges those codes. When these codes merge, there is an order of priority for the multiple sources, so that when there are competing codes or segments of codes, Maximo knows which code or segment to use. The possible sources are listed in order of their priority in the potential merger. Codes or segments from higher-priority (lower number) sources take precedence over codes or segments from lower-priority (higher number) sources. Example The GL Account field in the Work Orders application: GL Account (GLACCOUNT)
1 Preventive Maintenance GL Account field manual entry (no default); 2 Asset GL Account field (not displayed) manual entry (no default); 3 Locations GL Account field manual entry (no default).
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GL Account Tracking The PM, Asset, and Location fields on a work order provide possible links to the PM, Asset, and Operating locations records GL accounts. For any fields that are filled on the work order record, Maximo checks the corresponding records and obtains the GL accounts from the fields according to the priorities listed above1 through 3. For example, if GL accounts exist for all three, the PM GL account takes priority over both the asset GL account and the location GL account. If no PM record exists (or no PM GL account), the asset records GL account has next priority. If neither a PM GL account nor an asset GL account exist, Maximo uses the location GL account. The account inserted into the Work Orders GL Account field can be a combination, or merger, of the three references accounts. If an account with higher priority is only partially defined (for example, 2345-???-???), and an account of lower priority has defined segments where the higher priority does not, the segments from the account with the lower priority fill in the undefined segments in the higher priority account.
Intermediate Sources of Account Codes

Several cases of GL fields might or might not have one or more intermediate source fields between the online field and its ultimate source. For example, the GL fields on a PO line come from the PR line if a PR exists; otherwise, they come directly from the source. Such possible intermediate sources are in parentheses. Example The GL Debit Account field on the Inventory Transactions Report. GL Debit Account (GLDEBITACCT) GL Debit Account field on PO Lines tab (GL Debit Account field on PR Lines application) GL Control Account field (not displayed) for storeroom location in the Inventory application
Database Fields
The Database Fields sections of the financial processes chapters provide similar information as the Displayed Fields section. Rather than provide names of fields in applications or on pages, the Database Fields section provides database table and column names. The Database section presents table and column name information in the following format: TABLENAME1.COLUMNNAME TABLENAME2.COLUMNNAME
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Financial Processes in Assets
This chapter describes the financial processes for the following applications in the Assets module: Assets Locations
Assets Application
You must display the GL Account field on an asset record in order to enter an account code. The Rotating Suspense Account field will only contain a code when the asset is rotating (that is, an item number is specified on the asset record). Database Fields ASSET.GLACCOUNT manual entry (no default) ASSET.ROTSUSPACCT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRELACC and GROUPVALUE = ROTSUSPACCT) (Global Rotating Suspense Account field on the Inventory-Related Accounts dialog box in Chart of Accounts)
Move/Modify Assets
To complete this process, select Move/Modify Assets from the Select Action menu in the Asset application. Moving and modifying assets between non-storeroom locations (for example, between operating locations, or from an operating location to a repair location) has no financial implications in Maximo, but Maximo does record an assetmove transaction and lists validated GL accounts. Moving and modifying rotating assets from a non-storeroom location to an inventory-type location does have financial implications: Maximo records an asset-move transaction and a financial transaction.
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Assets Application
Move and Modify Assets Between Operating or Other Non-Storeroom Locations

Moving and modifying assets does not create any GL financial transactions, or change any GL account fields on asset or location records. However, when you enter the new location on the Move/Modify Assets dialog box, if you have defined an asset GL account, Maximo performs a preliminary account validation. More specifically, Maximo determines if merging the assets GL account and the new locations GL account produces a valid account code. The following table illustrates how Maximo determines a valid account code. Move/Modify Assets Account Validation Account Asset GL account Destination Location GL account Merged GL account Number ????-???-200 6004-304-??? 6004-304-200
If 6004-304-200 is a valid account, Maximo can move/modify the asset. Maximo stores the validated account codes with the transaction record. To view the account stored with the transaction, select the View Asset History action from the Select Action menu. If merging the asset GL account and the destination location GL account does not produce a valid account, entering the destination location on the Move/ Modify Assets page produces an error message. Using the above example, suppose that 6004-304-200 is invalid. The first line of the error message reads, GL account 6004-304-200 is invalid. The message shows the source account codes (for example, 6004-304-??? and ????300-200) that merged into the invalid account code. As stated in the error message, you can proceed with the move/modify by changing the Asset GL account and/or the Destination Location GL account to make the merger valid. Alternatively, an authorized user can establish the currently invalid account code as a valid account code in Chart of Accounts. On the Move/Modify Assets page, and in the asset transaction record (this is not a financial transaction), the GL Credit Account field displays the old merged GL account (for example, of asset/from location) and the GL Debit Account field displays the new merged GL account (for example, of asset/to location). You cannot modify the credit or debit account while moving the asset. NOTE In a standard move/modify transaction, Maximo does not change, credit, or debit any GL accounts that might have been associated with the asset by displaying the GL Account field on the asset record. If the asset is a rotating asset and has an associated rotating suspense account, moving/modifying it does not affect on that suspense account, except when moving the rotating asset to a storeroom. For more information, see the following section.
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Assets Application Displayed Fields You can see the fields for an asset-move/modify transaction on the Move/ Modify Assets page. GL Debit Account (GLDEBITACCT) GL Account field in Locations for the destination or to location. GL Credit Account (GLCREDITACCT) GL Account field in Locations for the source or from location. Database Fields Again, these transactions in ASSETTRANS are not financial transactions, but rather, move/modify asset transactions. ASSETTRANS.GLDEBITACCT ASSET.GLACCOUNT (GL Account field in Asset) ASSETTRANS.GLCREDITACCT ASSET.GLACCOUNT (GL Account field in Asset)
Move Rotating Assets from Non-Storeroom Location to Storeroom or Inventory Control Location
Moving a rotating asset from a non-storeroom location to a storeroom or other inventory-type location (labor, courier) creates two transactions:
1 an asset-move transaction 2 a financial transactionan inventory material receipt transaction,

TRANSFERwritten to the MATRECTRANS table. Note that the asset-move transaction displays, in the GL Debit Account field, the merger of the assets GL account (if any) and the storeroom locations GL account. The move transaction shows, in the GL Credit Account field, the merger of the assets GL account and the from locations GL account. Storeroom Location Control Account vs. Rotating Suspense Account Maximo debits the... storeroom locations control account and credits the... rotating suspense account.
This financial transaction uses the storeroom locations control account as the debit account and the rotating suspense account as the credit account.
Primary Transaction
When you click View Details for an asset record on the Move/Modify Assets page, Maximo displays the GL Credit Account and GL Debit Account fields. These fields are read-only. Maximo defaults to debit the storerooms control account and credit the rotating assets rotating suspense account. Click OK to create both transactions: the asset-move transaction the storerooms material receipt transaction
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Assets Application Maximo uses the date and time in the Change Date field on the Move/Modify Assets page to determine the financial period for the transaction. The Change Date field defaults to the system date and time. Example Move a rotating asset, asset #11430, from its current operating location to the central storeroom. Source of GL Account for Moved Rotating Asset Source of GL Account Inventory control account
*
Debit $150.00 *
Credit $150.00 *
Source of GL Account Rotating suspense account
The amount of the transaction is zero if you have not applied any charges to the asset. Maximo stores the charges against the rotating asset in the assets rotating suspense account. At the time of the move, Maximo debits the storeroom control account and credits the rotating suspense account.
Moving Rotating Assets from Non-Storeroom Location to Storeroom or Other Inventory-Type Location
This move to an inventory location results in not only an asset-move transaction (ASSETTRANS table), but also a financial transaction (MATRECTRANS table). On the Move/Modify Assets page (asset-move transaction): Displayed Fields GL Debit Account (GLDEBITACCT) Inventory Control Account field for item at destination location in the Inventory application (not displayed) Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts for the associated inventory-type location. NOTE If the to location is a labor or courier location, the GL Debit Account field defaults to the Control Account field of the transit location record associated with the labor or courier. GL Credit Account (GLCREDITACCT) Rotating Suspense Account field (not displayed) in Asset Global Rotating Suspense Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. These following transactions in ASSETTRANS are only move/modify asset transactions, not financial transactions. Database Fields ASSETTRANS.GLDEBITACCT INVCOST.CONTROLACC for item at destination location LOCATIONS.CONTROLACC ASSETTRANS.GLCREDITACCT ASSET.ROTSUSPACCT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRELACC and GROUPVALUE = ROTSUSPACCT) The following transactions to MATRECTRANS are financial transactions. MATRECTRANS.GLDEBITACCT INVCOST.CONTROLACC for item at destination location LOCATIONS.CONTROLACC 5-4
Locations Application MATRECTRANS.GLCREDITACCT ASSET.ROTSUSPACCT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRELACC and GROUPVALUE = ROTSUSPACCT)
Swap Assets
To swap an asset, select Swap Assets from the Select Action menu in the Assets application. Swapping assets involves replacing one asset with another. The following table refers you to GL financial transaction information for the asset you are replacing: GL Financial Transaction Information If the asset you are replacing is moved from an operating location or a non-storeroom location to . . . another operating location or another non-storeroom location a storeroom or other inventory control-type location
the general ledger financial transaction for swapping this asset is identical to that for . . . Move and Modify Assets Between Operating or Other Non-Storeroom Locations, on page 5-2. Move Rotating Assets from Non-Storeroom Location to Storeroom or Inventory Control Location, on page 5-3.
The following table provides GL financial information for the replacement asset: GL Financial Transaction Information You can move the replacement asset from a non-storeroom location to . . . an operating location.
The general ledger financial transaction for swapping this asset is identical to that for . . . Move and Modify Assets Between Operating or Other Non-Storeroom Locations, on page 5-2.
Locations Application
This section provides the displayed field and database field for the Locations application. Displayed Field Database Field NOTE GL Account (GLACCOUNT) manual entry (no default). LOCATIONS.GLACCOUNT manual entry (no default) Besides the GLACCOUNT column, the LOCATIONS database table also contains the following columns: CONTROLACC, INVOICEVARACC, CURVARACC, SHRINKAGEACC, INVCOSTADJACC, and RECEIPTVARACC. These database columns are relevant to only inventorytype locations. 5-5
Locations Application
5-6
Financial Processes in Inventory
This chapter describes the financial processes for the following applications in the Inventory module: Item Master Inventory Issues and Transfers Tools
Item Master Application

This section describes how you can use the Change Capitalized Status action in the Item Master Application to write general ledger account transactions.
Change Status from Non-Capitalized to Capitalized

To change an items status from non-capitalized to capitalized, select Change Capitalized Status from the Select Action menu. On the Change Capitalized Status dialog box, manually enter an account code that you plan to use as the capital GL account. Maximo does not provide a default capital GL account. Maximo changes the following for that item: storeroom status to capitalized the average, last, and standard costs to zero in all storerooms containing that item Maximo uses the system date and time to determine the financial period for the transaction.
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Item Master Application
Primary Transactions
When you select the Current Capitalized Status check box on the Change Capitalized Status dialog box, Maximo associates the account code you manually entered in the Capital GL Account field with the item, for all storerooms containing the item. In the CONTROLACC column of the INVCOST table, Maximo replaces the Inventory Control account code with the Capital GL account code for all storerooms containing the item. In effect, this transfers the charge or value associated with the item from the Inventory Control account to the Capital GL account. In the INVCOST table, for each row that corresponds to an item, Maximo clears the SHRINKAGEACC and INVCOSTADJACC columns. For each storeroom that contains the item, Maximo writes a CAPCSTADJ transaction to the INVTRANS table. Displayed Fields GL Debit Account (GLDEBITACCT) manually entered Capital GL Account field on the Change Capitalized Status dialog box in the Item Master application. GL Credit Account (GLCREDITACCT) GL Control Account field (not displayed) in the Inventory application Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields INVTRANS.GLDEBITACCT manual entry on the Change Capitalized Status dialog box (no default) INVTRANS.GLCREDITACCT INVCOST.CONTROLACC LOCATIONS.CONTROLACC Example A pump is currently in the central storeroom at last, standard, and average costs of $6400. The current balance of pumps in the Central storeroom is 2. The same pump is in the Garage storeroom at last, standard, and average cost of $6500. The current balance of pumps in the Garage storeroom is 3. You change the capitalized status from non-capitalized to capitalized for the pump. Because two storerooms contain the pump, two transactions appear in INVTRANS: Source of GL Account for Change Capitalized Status Source of GL Account Manually entered capital GL account Debit 2x $6,400.00 = $12,800.00 Manually entered capital GL account 3x $6,500.00 = $19,500.00 Credit 2x $6,400.00 = $12,800.00 3x $6,500.00 = $19,500.00 Inventory control account of Garage storeroom Source of GL Account Inventory control account of Central storeroom
Maximo determines the transactions value by using the following formula:

Line cost = Current Balance x Issue Cost
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Item Master Application where Issue Cost = Average Cost or Standard Cost, depending on the setting specified in Multisite Setup for Issue Cost. Example A pump is currently stored in one storeroom at last cost of $6200, standard cost of $6400, and average cost of $6300. The current balance of pumps is 2. You change its capitalized status from non-capitalized to capitalized. The Average Cost is in place (that is, the Default Issue Cost is set to average in Multisite Setup). Source of GL Account for Capitalized Item. Source of GL Account Manually entered capital GL account Debit 2x $6,300.00 = $12,600.00 NOTE Credit 2x $6,300.00 = $12,600.00 Source of GL Account Inventory control account
If you use standard cost, the value of the transaction is $12,800, two times the standard cost of $6400.
Secondary Transaction
The values in the Standard Cost and Average Cost fields are set to zero. When you issue the now-capitalized item, Maximo issues the item at zero cost. In the INVCOST table, the system clears both the SHRINKAGEACC (shrinkage cost account) and INVCOSTADJACC (inventory cost adjustment account) columns. If you subsequently perform a transaction that causes a debit either to the Shrinkage Cost account or the Inventory Cost adjustment account, the GLDEBITACCT column is blank for that transaction. Similarly, if you perform a transaction that causes a credit either to the Shrinkage Cost account or to the Inventory Cost adjustment account, the GLCREDITACCT column is blank for that transaction. In the INVCOST table, the CONTROLACC column contains the Capital GL account code. If you perform a transaction, such as a transfer, with the capitalized item, the account code you manually enter in the Capital GL Account field acts as the control account in the transaction. Example You capitalize a pump, and you enter 7000-800-900 as the Capital GL account code. Now, you transfer the capitalized pump from the Central storeroom to the Garage storeroom. If the pump is not capitalized, the debit account is the Inventory Control account of the Garage storeroom, and the credit account is the Inventory Control account of the Central storeroom. Since the pump is capitalized, the following transaction occurs:
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Item Master Application Source of GL Account for Capitalized Item Source of GL Account 7000-800-900 (Capital GL account) Debit $0.00 Credit $0.00 Source of GL Account 7000-800-900 (Capital GL account)
Change Status from Capitalized to Non-Capitalized

To change the Capitalized status from capitalized to non-capitalized, select Change Capitalized Status from the Select Action menu in Item Master. You can enter a memo in the Memo field, but the Current Capitalized Status? field is read-only on the Change Capitalized Status dialog box. The system changes the status to non-capitalized for all storerooms containing the item. The average, last, and standard costs remain at zero for all storerooms. You establish these default account codes in the Storeroom application. Maximo uses the system date and time to determine the financial period for the transaction.
Primary Transaction
When you select Change Capitalized Status on the Change Capitalized Status dialog box, Maximo writes a record, TRANSTYPE = CAPCSTADJ, to the INVTRANS table for each storeroom containing the item. The line cost of the transaction from Y to N is always zero. Example A capitalized pump is currently stocked both in the Central storeroom and in the Garage storeroom. Since the pump is capitalized, the last, standard, and average costs equal zero in both storerooms. You change the status from capitalized to non-capitalized for that pump. Since two storerooms contain the pump, two transactions appear in INVTRANS: Source of GL Account for Capitalized Item Source of GL Account Inventory control account of Central Inventory control account of Garage Debit $0.00 $0.00 Credit $0.00 $0.00 Source of GL Account Capital GL account Capital GL account
To set the items issue cost to a non-zero value, select an action from the Select Action menu in Inventory: If you issue items at average cost, select Inventory > Inventory Adjustments > Average Cost.
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Inventory Application If you dont want the items cost to be zero in any storeroom, select Inventory > Inventory Adjustments > Standard Cost. Displayed Fields GL Credit Account (GLDEBITACCT) Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) read-only Capital GL Account field on the Change Capitalized Status dialog box in the Item Master application GL Control Account field (not displayed) in the Inventory application manual entry on displayed field; or account code manually entered on Change Capitalized Status dialog box in the Item Master application if there was a previous transaction from non capitalized to capitalized. (In that earlier transaction from non capitalized to capitalized, Maximo wrote the code you entered in the Capital GL Account field to the GL Control Account field on the item/location record.) Database Fields INVTRANS.GLDEBITACCT LOCATIONS.CONTROLACC INVTRANS.GLCREDITACCT INVCOST.CONTROLACC manual entry (no default)
When the item becomes non-capitalized, the Control, Shrinkage, and Inventory Cost Adjustment account codes default according to storeroom location. In the database, this event occurs in the INVCOST table. You establish these default account codes in the Storerooms application.
Inventory Application
Eight accounts are associated with inventory records that Maximo uses for inventory transactions, for material receipt transactions, and for material usage transactions. For more information on these eight accounts, see the following sections: Accounts in the INVCOST Table and the Locations Table, on page 6-6 Accounts Only in the Locations Table, on page 6-7 Accounts Only in the Locations Table, on page 6-7 Inventory accounts default to the items type and location. Additionally, items can have item/location specific accounts. Establish Account Codes To establish the default . . . inventory GL resource account code account codes for location accounts use the . . . Inventory Resource Code dialog box in Chart of Accounts. Inventory-Related Accounts dialog box in Chart of Accounts.
Also, when adding a storeroom in the Storerooms application, you can specify the default account codes on the Storeroom tab.
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Inventory Application When you add items to storerooms, Maximo uses the storeroom location accounts as the default for that item/location record. When you specify an item type, Maximo uses the GL resource account code for that item type as the default. To edit codes assigned to the storeroom location accounts, display the fields in the Inventory application. Editing the code by using the Inventory application changes the code for only the item/location record showing on the page. Example Suppose that all items in the Central Storeroom have the default inventory control account of 6600-800-800. Item #1001 is showing in the Inventory application, and you change the code showing in the Control Account field to 6600-800-801. As a result, item #1001 in Central now has control account code 6600-800-801, but other items in Central still have control account code 6600-800-800. The remaining four inventory-related accounts are in the Locations database table, not in the Inventory table. The following four accounts are in the Locations table: Currency Variance account Invoice Cost Variance account Purchase Variance account Receipts Price Variance account
Accounts in the INVCOST Table and the Locations Table

Three account fields are associated with the item/locations inventory cost record (that is, the INVCOST database table and the Locations table). Like the field for the inventory GL account, the Inventory application does not display these fields. If you display any of these account fields, you can edit the codes in those fields to make them item-specific. Editing the account codes in the Inventory application does not change the account for all items in that inventory location, but rather, only for that location record. Database Fields INVCOST.CONTROLACC LOCATIONS.CONTROLACC (Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts and on the Storeroom tab of the Storeroom application) direct entry (no default) INVCOST.SHRINKAGEACC LOCATIONS.SHRINKAGEACC (Shrinkage Cost Account field on the Inventory-Related Accounts dialog box in Chart of Accounts and on the Storeroom tab of the Storeroom application) direct entry (no default) INVCOST.INVCOSTADJACC LOCATIONS.INVCOSTADJACC (Inventory Cost Adjustment account field both on the Inventory-Related Accounts dialog box in Chart of Accounts and on the Storeroom tab of the Storeroom application) direct entry (no default)
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Accounts Only in the Locations Table

Four account fields are not associated with the Inventory Cost table, but with the Locations table. You can view and edit these four fields on the Storeroom tab in the Storeroom application. Displayed Fields Receipts Variance Account (RECEIPTVARACC) Receipts Price Variance Account field Invoice Variance Account (INVOICEVARACC) Invoice Cost Variance Account field Currency Variance Account (CURVARACC) Currency Variance Account field Purchase Variance Account (PURCHVARACC) Purchase Variance Account field NOTE Maximo does not use the Purchase Variance account for any transactions. If you want to use commitment accounting, you can customize Maximo to use this account to store differences between PO costs and invoice costs when using a budget. LOCATIONS.RECEIPTVARACC direct entry (no default) LOCATIONS.INVOICEVARACC direct entry (no default) LOCATIONS.CURVARACC direct entry (no default) LOCATIONS.PURCHVARACC direct entry (no default)
Database Fields
Account in Only the Inventory Cost Table

One inventory GL account (item resource code) is associated with the item/ locations inventory cost record (that is, the Inventory Cost (INVCOST) table). To establish the default inventory GL account (item resource) code, use the Inventory Resource Code dialog box in Chart of Accounts. The codes on the Inventory Resource Code dialog box vary by item type. A GL Account field is also in the Inventory application that you can make visible. You can edit the account code to make the code specific to an item/ location record. Database Fields INVCOST.GLACCOUNT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRESCODE) (Inventory Resource field for the item type on Inventory Resource Codes dialog box in Chart of Accounts. (This item resource code is usually only one component of the Inventory GL Account field.) direct entry (no default)
Insert Item
Inserting a master item or item/location record is not a financial transaction. Inserting items does not cause Maximo to write any GL account codes being to the GL Debit Account and GL Credit Account fields in the transaction record.
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Adjust Current Balance

The Current Balance Adjustment and Reconcile Balances actions create a CURBALADJ transaction. Maximo uses the account in the Control GL Account field as the debit account and the account in the Shrinkage Cost Account field as the credit account. The Current Balance Adjustment dialog box in the Inventory application adjusts the current balance of a stocked item, which is a running total of how many instances of that item are in a storeroom. For each bin in this storeroom, you can enter a new current balance and specify the control and shrinkage account numbers associated with this adjustment. To adjust the current balance of an item, complete the following steps:
1 From the Inventory application, display the item record whose current
balance you want to adjust.
2 From the Select Action menu, select Inventory Adjustments > Current
Balance. The Current Balance Adjustment dialog box opens, with the item name and description fields populated.
3 In the New Balance field, type a new balance value for each bin that you
want to adjust.
4 Click OK. The Current Balance Adjustment dialog box closes, and Maximo
saves the new balance for each bin. Maximo writes a CURBALADJ (current balance adjustment) transaction to the INVTRANS table. The INVCOST table is the primary source of the default codes for the inventory control account and the Shrinkage GL account. NOTE Maximo uses the system date and time to determine the financial period for the transaction. Example Adjust the current balance of a bearing. The default issue cost in the Organizations application is set to Average Cost and the bearing in inventory has an average cost of $22.00. Both the physical count and current balance are 4, but you know that the current balance is actually 3 Source of GL Account for Adjust Current Balance Source of GL Account Inventory Control account Debit (3-4) x $22.00= -$22.00 Credit (3-4) x $22.00= -$22.00 Source of GL Account Shrinkage Cost account
NOTE
If you capitalize the item, the default debit account is the Capital GL account, the default credit account is empty, and the line cost is zero. For more information, see Change Status from Capitalized to Non-Capitalized, on page 6-4.
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Inventory Transaction, Type =CURBALADJ

When you select Adjust Current Balance or Reconcile Balances from the Select Action menu, Maximo writes a current balance adjustment (CURBALADJ) transaction to the Inventory Transactions (INVTRANS) table. Displayed Fields GL Debit Account (GLDEBITACCT) GL Control Account field (not displayed) in the Inventory application Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) GL Shrinkage Account field (not displayed) in the Inventory application Shrinkage Cost Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields INVTRANS.GLDEBITACCT INVCOST.CONTROLACC LOCATIONS.CONTROLACC INVTRANS.GLCREDITACCT INVCOST.SHRINKAGEACC LOCATIONS.SHRINKAGEACC
Adjust Physical Count

When you select Physical Count Adjustment from the Select Action menu, Maximo writes a physical count adjustment transaction (PCOUNTADJ) to the Inventory Transactions table. The physical count is typically a number you adjust at predefined intervals, such as monthly, quarterly, or annually. For each storeroom that carries an item, you can view the bin number, lot number, and the physical count that Maximo currently reports. After you perform an inventory count, you can adjust the physical count for any storeroom and enter the count date. You can then reconcile the balance to the current count. To adjust the physical count of an item, complete the following steps:
1 From the List tab of the Inventory application, display the item you want. 2 From the Select Action menu, select Inventory Adjustments > Physical
Count. The Physical Count Adjustment dialog box opens, with item name location, and count information.
3 In the Count Date field, enter the date when you took the physical count
or click Select Date and Time to retrieve the date. NOTE If you use the Physical Count Date field in the header section, Maximo changes the date for all rows in the table window. If you do not want to adjust the count date for all rows, edit the Count Date field for each row you want to change.
4 Click Refresh to update the count dates in the table window. 5 For each bin you want to adjust, enter a new physical count value in the
New Count field.
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6 Click OK. The Physical Count Adjustment dialog box closes. Maximo
saves the new physical count for each storeroom and writes a record, TRANSTYPE = PCOUNTADJ, to the INVTRANS table.
Example Adjust the physical count of a bearing, currently in inventory at last, standard, and average cost of $22.00. The physical count is shown as 4, but the new physical count is 2. Source of GL Account for Adjust Physical Count Transaction Source of GL Account Shrinkage cost account Debit (-2) x $22.00 = -$44.00 Credit (-2) x $22.00 = -$44.00 Source of GL Account Shrinkage cost account
Adjusting the physical count has no net effect accounts in the GL. The net effect occurs only when you complete the reconcile balances process. For more information see Reconcile Balances, on page 6-10.
Inventory Transaction, Type = PCOUNTADJ

A physical count adjustment writes a transaction to the INVTRANS table, and appears in the Inventory Transactions application. Since the transaction uses the same account for the debit side and the credit side, the transaction has no net effect on the general ledger. Displayed Fields GL Debit Account (GLDEBITACCT) GL Shrinkage Account field (not displayed) in the Inventory application Shrinkage Cost Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Debit Account (GLCREDITACCT) GL Shrinkage Account field (not displayed) in the Inventory application Shrinkage Cost Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields INVTRANS.GLDEBITACCT INVCOST.SHRINKAGEACC LOCATIONS.SHRINKAGEACC INVTRANS.GLCREDITACCT INVCOST.SHRINKAGEACC LOCATIONS.SHRINKAGEACC
Reconcile Balances
When you select Reconcile Balances from the Select Action menu, Maximo creates a current balance adjustment (RECBALADJ) transaction. For more information, see Adjust Current Balance, on page 8. To reconcile balances, select Reconcile Balances from the Select Action menu. This process sets the current balance equal to the physical count plus or minus any transactions that occur between the physical count and reconciliation. From a GL account perspective, the Reconcile Balances action is similar to the Adjust Current Balances action. On the Reconcile Balances page, both the Control GL Account field and the Shrinkage GL
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Inventory Application Account field display their respective default account codes, as defined for that item/location. For example, if you reconcile the current balance of an item in the central storeroom, the Control GL Account field defaults to the inventory control account for that item, in the central storeroom. NOTE The INVCOST table is the primary source of the default codes for the Inventory Control account and the Shrinkage GL account. Maximo uses the system date and time to determine the financial period for the transaction. When you click OK on the Reconcile Balances page, Maximo writes a reconcile balance adjustment (RECBALADJ) transaction to the INVTRANS table. Example Reconcile the current balance of a bearing, currently in inventory at last, standard, and average cost of $22.00. The physical count is 2, but the current balance is initially 3 Source of GL Account for Reconcile Balance. Source of GL Account Inventory control account Debit (4-3) x $22.00 = -$22.00 Credit (4-3) x $22.00 = -$22.00 Source of GL Account Shrinkage cost account
If you capitalize the item, the default debit account is the Capital GL account, the default credit account is blank, and the line cost is zero. For more information, see Change Status from Non-Capitalized to Capitalized, on page 6-1.
Adjust Standard Cost

When you select Standard Cost Adjustment from the Select Action menu, Maximo creates a Standard Cost Adjustment (STDCSTADJ) transaction. Maximo uses the account in the Control GL Account field as the debit account and the account in the Cost Adjustment GL Account field as the credit account. The INVCOST table is the primary source of the default code for the inventory control account. Maximo uses the system date and time to determine the financial period for the transaction. The Standard Cost field on the Inventory tab is read-only so you must use the Adjust Standard Cost dialog box to make any changes to the standard cost.
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Inventory Application The Standard Cost Adjustment dialog box contains the following columns: Condition Code Condition Rate Description Standard Cost The Standard Cost Adjustment dialog box contains the following columns you can edit: Control Account for the INVCOST record Cost Adjustment Account for the INVCOST record New Standard Cost To adjust an items standard cost, complete the following steps:
1 From the List tab of the Inventory application, display the item whose
Standard Cost you want to adjust.
2 Click the Inventory tab to see that items inventory information. 3 From the Select Action menu, select Inventory Adjustments >
The standard cost value is shown in the Standard Cost field. Standard Cost. The Standard Cost Adjustment dialog box opens.
4 Type the adjusted standard cost value in the New Standard Cost field.
NOTE If you are adjusting the cost of an item that is condition-enabled, you can adjust the costs for all condition levels.
5 Update the GL account information in the Control Account and Cost

Adjustment fields. Adjusting the Standard Cost will affect these values.
6 Click OK. The Standard Cost field on the Inventory tab displays the new
value. Maximo records the standard cost adjustment in the Inventory Transactions table and writes a STDCSTADJ (standard cost adjustment) transaction to the INVTRANS table. NOTE Use the Standard Cost Adjustment action only if you use standard cost management. Example Adjust the standard cost of a bearing from $22.00 to $25.00. The current balance of the item is 2.
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Inventory Application Source of GL Account for Standard Cost Adjustment Source of GL Account Inventory control account Debit ($25.00$22.00) x 2= $6.00 Credit ($25.00$22.00 )x 2 = $6.00 Source of GL Account Inventory cost adjustment account
If you capitalize the item, the standard cost is zero, and you cannot perform the transaction.
Inventory Transaction, Type Field = STDCSTADJ

When you select Adjust Standard Cost from the Select Action menu, Maximo writes a STDCSTADJ transaction to the Inventory Transactions (INVTRANS) table. Displayed Fields GL Debit Account (GLDEBITACCT) GL Control Account field (not displayed) in the Inventory application Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) GL Cost Adjustment Account field (not displayed) in the Inventory application Inventory Cost Adjustment Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields INVTRANS.GLDEBITACCT INVCOST.CONTROLACC LOCATIONS.CONTROLACC INVTRANS.GLCREDITACCTINVCOST.INVCOSTADJACC LOCATIONS.INVCOSTADJACC
Adjust Average Cost

When you select Average Cost Adjustment from the Select Action menu, Maximo creates an Average Cost Adjustment (AVGCSTADJ) transaction. Maximo uses the account in the Control GL Account field as the debit account and the account in the Cost Adjustment GL Account field as the credit account. You might want to adjust the average cost value if you issue items at average cost and want any price increases reflected immediately in the issue cost. To adjust the average cost of an item, complete the following steps:
1 From the List tab of the Inventory application, display the item whose
average cost you want to adjust.
2 Click the Inventory tab. The Inventory tab opens. 3 On the Select Action menu, select Inventory Adjustments > Average
Cost. The Average Cost dialog box opens.
4 Type the average cost value in the Average Cost field. If you are
adjusting the cost of a condition enabled item, you can adjust the costs for all condition levels. 6-13
Inventory Application NOTE You can enter a new value for the average cost directly; or you can specify a percentage increase/decrease by which to adjust the average cost in the Cost % field. If you enter a figure in the Cost % field, Maximo updates the New Average Cost field accordingly. To enter a ten-percent increase, enter 10. If you enter 0.10, Maximo increases the average cost one-tenth of one percent.
TIP
5 Update the GL account information in the Control Account and Cost
Adjustment Account fields. Adjusting the current balance figure affects these values.
6 Click OK. The Average Cost field on the Inventory tab displays the new
value. Maximo records the average cost adjustment in the Inventory Transactions table.
The INVCOST table is the primary source of the default account code for the inventory control account. Maximo uses the system date and time to determine the financial period for the transaction. When you click OK on the Average Cost Adjustment page, Maximo writes an AVGCSTADJ transaction to the INVTRANS table. Example Adjust the average cost of a bearing from $22.00 to $25.00. The current balance of the item is 2 Source of GL Account for Average Cost Adjustment Source of GL Account Inventory control account Debit ($25.00$22.00)x 2= $6.00 Credit ($25.00$22.00)x 2 = $6.00 Source of GL Account Inventory cost adjustment account
If you capitalize the item, the average cost is zero, and you cannot perform the transaction.
Inventory Transaction, Type Field = AVGCSTADJ

When you select Adjust Average Cost from the Select Action menu, Maximo writes an AVGCSTADJ transaction to the Inventory Transactions (INVTRANS) table. Displayed Fields GL Debit Account (GLDEBITACCT) GL Control Account field (hidden) in the Inventory application Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Debit Account (GLCREDITACCT) GL Cost Adjustment Account field (hidden) in the Inventory application Inventory Cost Adjustment Account field on the Inventory-Related Accounts dialog box in Chart of Accounts.
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Inventory Application Database Fields INVTRANS.GLDEBITACCT INVCOST.CONTROLACC LOCATIONS.CONTROLACC INVTRANS.GLCREDITACCTINVCOST.INVCOSTADJACC LOCATIONS.INVCOSTADJACC
Issue Current Item

For both issues and returns, the GL account fields on the Issue Current Item page default in the same way that the GL account fields default in the Issues and Transfers application. For a description of the sources of the GL fields on the Issue Current Item page, see Issues Tab, on page 6-29. In the Inventory application, to issue an item, select Issue Current Item from the Select Action menu. Maximo uses the date and time in the Entered Date field on the Issue Current Item page to determine the financial period for the transaction. The Entered Date field defaults to the system date and time. When you click Save to issue the item, Maximo writes a record, ISSUETYPE = ISSUE, to the MATUSETRANS table. Example Issue 20 bearings at $0.50 (issue cost Source of GL Account for Average Cost Adjustment Source of GL Account Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account Inventory control account
1 Inventory GL
account (item resource code) work order work order GL account
2 If issued to a
3 If issued to asset
Asset GL account GL account of assets location
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Inventory Application Source of GL Account Debit Credit Source of GL Account
4 If issued to a
location If only one asset at location, asset GL account Location GL account If you capitalize the item (bearings), the default credit account is the Capital GL account, and the line cost is zero. For more information, see Change Status from Non-Capitalized to Capitalized, on page 6-1.
Return an Item
To return an item, select Issue Current Item from the Select Action menu. Maximo uses the date and time in the Entered Date field on the Issue Current Item page to determine the financial period for the transaction. The Entered Date field defaults to the system date and time.
Primary Transaction
When you click Save, Maximo writes a record, ISSUETYPE = RETURN, to the MATUSETRANS table. Example Return 4 bearings at $0.50 (issue cost
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Inventory Application Source of GL Account Code for Return an Item Source of GL Account Inventory control account Debit 4 x $0.50 = $2.00 Credit 4 x $0.50 = $2.00 Source of GL Account
1 Inventory GL
account (item resource code) a work order work order GL account asset
2 If returned from
3 If returned from
4 If returned from
a location If only one asset at location, asset GL account Location GL account If you capitalize the item, the default debit account is the Capital GL account, and the line cost is zero. For more information, see Change Status from NonCapitalized to Capitalized, on page 6-1.
Transfer Current Item

The following sections describe the displayed fields and detailed fields for the Transfer Current Item action in the Inventory application. Displayed Fields GL Debit Account (GLDEBITACCT) If the item is transferred to a labor or courier location, the Control Account field for the labor or courier in Locations; otherwise, If in response to an internal purchase order, the GL Debit Account field on the PO Lines tab; otherwise, GL Control Account field (not displayed) in the Inventory application for the to location Inventory Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account field (GLCREDITACCT) the GL Credit Account field on the PO Lines tab if in response to an internal purchase order, otherwise,
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Inventory Application GL Control Account field (not displayed) in the Inventory application for from location Inventory Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields MATRECTRANS.GLDEBITACCT If transferred to a labor or courier location, LOCATIONS.CONTROLACC; otherwise, If in response to an internal purchase order, POLINE.GLDEBITACCT; otherwise, INVCOST.CONTROLACC for to location LOCATIONS.CONTROLACC MATRECTRANS.GLCREDITACCT INVCOST.CONTROLACC for from location LOCATIONS.CONTROLACC
Assemble/Disassemble Kit
Maximo contains two actions that let you work with kits: assemble kit (gather items to create a kit) disassemble kit (take a kit apart) Assemble / Disassemble Balance Information you increase the balance of the . . . kit record respective items within the kit and you reduce the balance of the . . . respective items within the kit. kit record.
When you . . . assemble a kit disassemble a kit
NOTE
Assembling and disassembling kits is not a financial process; consequently it is not documented in this guide. For more information on kits, refer to Maximo Help.
Kit Cost Variance Transaction

If a discrepancy exists between the value of a kit and the combined cost of that kits components, Maximo writes a Kit Cost Variance (KITCOSTVAR) transaction that represents the variance between the two (the cost of a kit and the combined cost of that kits components). This financial transaction uses the storeroom locations Control account as the debit account and the Receipt Variance account as the credit account. The following example illustrates the transaction: Example Disassemble a kit using the standard cost: The kit's value is $430 (standard cost), the combined standard cost of the components is $410. This action results in a cost variance of $20.
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Inventory Application Source of GL Code for Kit Cost Variance Source of GL Account Storeroom Locations Control Account Debit $20.00 Credit $20.00 Source of GL Account Receipt Variance Account
Receipt Adjustment Transactions

This section describes the following types of inventory transactions indicated by the Transaction Type field: Transfer Transactions PO Material Receipts Transactions Standard Receipt Adjustment Transactions
Transfer Transactions
You can view transaction records for transfers on the Transactions tab in Inventory, just as you can view them in Issues and Transfers. For information about the sources of the GL fields for these transaction records, see Transfer Out Tab, on page 6-30 and Transfer In Tab, on page 6-31. The Issue Type for this transaction is TRANSFER, which Maximo writes to the database table. However, it does not appear in the Issue Type field on the page.
PO Material Receipts Transactions

This section lists displayed and database fields for the following types of PO Material Receipts transactions: direct issue purchases from outside vendors storeroom purchases from outside vendors storeroom purchases from internal vendors
For Storeroom Purchases (Issue on Receipt? = N) from Outside Vendor

Displayed Fields GL Debit Account (GLDEBITACCT) GL Debit Account field on PO Lines tab (GL Debit Account field on PR Lines tab) GL Control Account field (hidden) for storeroom location in the Inventory application. GL Credit Account (GLCREDITACCT) GL Credit Account field on PO Lines tab (GL Credit Account field on PR Lines tab) RBNI field for vendor in Companies RBNI field for Company Type for vendor on Company-Related Accounts dialog box in Chart of Accounts. Database Fields MATRECTRANS.GLDEBITACCT POLINE.GLDEBITACCT (PRLINE.GLDEBITACCT) INVCOST.CONTROLACC MATRECTRANS.GLCREDITACCT POLINE.GLCREDITACCT (PRLINE.GLCREDITACCT) COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type)
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For Storeroom Purchases (Issue on Receipt? = N) from Internal Vendor (Another Storeroom)
Displayed Fields GL Debit Account (GLDEBITACCT) GL Debit Account field on PO Lines tab (GL Debit Account field on PR Lines tab) GL Control Account field (hidden) for receiving storeroom location Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) GL Credit Account field on PO Lines tab (GL Credit Account field on PR Lines tab) GL Control Account field (hidden) for vendor storeroom location Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields MATRECTRANS.GLDEBITACCT POLINE.GLDEBITACCT (PRLINE.GLDEBITACCT) INVCOST.CONTROLACC (of receiving storeroom location) MATRECTRANS.GLCREDITACCT POLINE.GLCREDITACCT (PRLINE.GLCREDITACCT) INVCOST.CONTROLACC (of vendor storeroom location)
For Direct Issue Purchases (Issue on Receipt? = Y) From Outside Vendor

NOTE You can create direct issue purchase requisitions and purchase orders only for external vendors. The sources for service receipt GL accounts are the same, except that no item resource code (Inventory GL Account field) is involved with services. NOTE The following displayed fields and database fields are listed in order of account priorities. For more information on account code priorities, see Chapter 4, Financial Process Chapters. GL Debit Account (GLDEBITACCT) GL Debit Account field on PO Lines tab (GL Debit Account field on PR Lines tab)
Displayed Fields
1 GL Account field (hidden) in the Inventory application Inventory

Resource field for item Type field on Inventory Resource Codes dialog box in Chart of Accounts;
2 Work Order GL Account field; 3 Asset GL Account field (hidden); 4 Location GL Account field.
GL Credit Account (GLCREDITACCT) GL Credit Account field on PO Lines tab (GL Credit Account field on PR Lines tab) RBNI field for vendor in Companies RBNI field for Company Type field (for vendor on PO line) on Company-Related Accounts dialog box in Chart of Accounts. Database Fields MATRECTRANS.GLDEBITACCT POLINE.GLDEBITACCT (PRLINE.GLDEBITACCT)
1 INVCOST.GLACCOUNT ACCOUNTDEFAULTS.GLDEFAULT
(where DFLTGROUP = INVRESCODE and GROUPVALUE = item type for item on PO line)
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Issues and Transfers Application
2 WORKORDER.GLACCOUNT 3 ASSET.GLACCOUNT 4 LOCATIONS.ACCOUNT

MATRECTRANS.GLCREDITACCT POLINE.GLCREDITACCT (PRLINE.GLCREDITACCT) COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type)
Standard Receipt Adjustment Transactions

When you use the standard cost, you can create this transaction as a secondary transaction to a material receipt transaction when the receipt price differs from the standard cost. Displayed Fields GL Debit Account (GLDEBITACCT) Receipts Price Variance Account field for storeroom location Receipts Price Variance Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) GL Control Account field (not displayed) in the Inventory application Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields INVTRANS.GLDEBITACCT LOCATIONS.RECEIPTVARACC INVTRANS.GLCREDITACCT INVCOST.CONTROLACC LOCATIONS.CONTROLACC

This section describes the following processes within the Issues and Transfer Application: Issue an Item within One Site Issue an Item Between Sites within the Same Organization Return Previously Issued Item Transfer Out Transfer In
Issue an Item within One Site

In Issues and Transfers, you can issue an item from the Issue tab within the same site. Maximo uses the date and time in the Actual Date field to determine the financial period for the transaction. The Actual Date field defaults to the system date and time.
Transaction
When you click Save, Maximo writes a record, ISSUETYPE = ISSUE, to the MATUSETRANS table.
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Issues and Transfers Application Example Issue 20 bearings at $0.50 (issue cost). Source of GL Account for Issuing an Item Source of GL Account Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account Inventory control account
1 Inventory GL
2 If issued to a
4 If issued to a
location If only one asset at location, asset GL account Location GL account If you capitalize the item, the default credit account is the Capital GL account, and the line cost is zero. For more information, see Change Status from NonCapitalized to Capitalized, on page 6-1.
Issue an Item Between Sites within the Same Organization

In Issues and Transfers, you can issue an item from the Issue tab between sites within the same organization. Maximo uses the date and time in the Actual Date field to determine the financial period for the transaction. The Actual Date field defaults to the system date and time.
Transaction
When you click Save, Maximo writes a record, ISSUETYPE = ISSUE, to the MATUSETRANS table.
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Issues and Transfers Application Example Issue 20 bearings at $0.50 (issue cost) from the storeroom in Site A to the storeroom in Site B Source of GL Account for Issuing an Item Between Sites in Same Organization. Source of GL Account Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account Inventory control account
1 Inventory GL
2 If issued to a
4 If issued to a
location If only one asset at location, asset GL account Location GL account NOTE If you capitalize the item, the default credit account is the Capital GL account, and the line cost is zero. For more information, see Change Status from NonCapitalized to Capitalized, on page 6-1.
Return Previously Issued Item

To return an item, click Select Items for Return on the Issue tab. Maximo uses the date and time in the Actual Date field in the table window to determine the financial period for the transaction. The Actual Date field defaults to the system date and time. To return items in Issues and Transfers, select the applicable items from a list of previously issued items. Maximo posts the transaction with a negative line cost and the accounts will be the same debit and credit as the issue transaction. These accounts are read-only.
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Transaction
When you click Save, Maximo writes a record, ISSUETYPE = RETURN, to the MATUSETRANS table. Example Return 4 bearings that were issued at $0.50 each. At issue, the debit account was 1111-111-111 and the credit account was 2224-224-222. Source of GL Account for Returning a Previously Issued Item Source of GL Account 1111-111-111 GL Debit used when item was issued (read-only) Debit 4 x $0.50 = $2.00 Credit 4 x $0.50 = $2.00 Source of GL Account 2224-224-222 GL Credit used when item was issued (read-only)
Transfer Out
To transfer out an item, click Select Items for Transfer on the Transfer Out tab. Maximo uses the date and time in the Actual Date field to determine the financial period for the transaction. The Actual Date field defaults to the system date and time.
Primary Transaction
When you click Save, Maximo writes a record, ISSUETYPE = TRANSFER, to the MATUSETRANS table. Example 1 Transfer 20 bearings at $0.50 (issue cost) from the central storeroom to the packaging storeroom in the same site. Source of GL Account for Transferring an Item within the Same Site Source of GL Account Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account Inventory control account of source storeroom. If in response to an internal purchase order purchase order line GL Credit Account
1 Inventory
control account of destination storeroom. an internal purchase order purchase order line GL Debit Account
2 If in response to
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Issues and Transfers Application Example 2 Transfer 20 bearings at $0.50 (issue cost) from the central storeroom in Site A to the packaging storeroom in Site B within the same organization. Source of GL Account for Transferring an Item within the Same Organization Source of GL Account Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account Clearing Account of Organization B
3 Inventory
Control Account of Central Storeroom in Site B.
NOTE
Using the previous example to complete a transfer of items across organizations, Maximo requires two transactions:
1 The central storeroom in Site A must issue items to a courier. 2 The packaging storeroom in Site B must transfer items in from the courier
to the storeroom. If you capitalize the item and it already exists in the destination, the default for both the debit and credit accounts is the capital GL account, and the line cost is zero. For more information, see Change Status from Non-Capitalized to Capitalized, on page 6-1. If you capitalize the item and your company is stocking it in the destination for the first time, the debit account for the transfer is the Inventory Control account of the destination. The credit account is the Capital GL account. Transferring a capitalized item to a new inventory location inserts the item as capitalized into the new inventory location. The control account for the item in that new inventory location is the Inventory Control account, not the Capital GL account.
Transferring against an internal PO creates the same transaction as receiving material against an internal PO. For more information, see Chapter 8, Financial Processes in Purchasing. Transferring against an internal PO produces a secondary transaction under the following conditions: your standard cost is used as your issue cost the receipt price varies from the standard price in the destination storeroom In either scenario, Maximo writes the following record to the INVTRANS table: TRANSTYPE = STDRECADJ
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Issues and Transfers Application Maximo determines the value of the transaction (line cost) with the following equation: Receipt Qty x (Receipt Price - Standard Price) Example You transfer 20 bearings into the central storeroom at $0.50 each (primary transaction), but the standard cost of the bearings in the central storeroom is $0.45 each. Your company uses the standard cost. NOTE If the item is capitalized, the default credit account is the Capital GL account. Furthermore, because the standard cost of a capitalized item is zero, the line cost for the standard receipt adjustment transaction equals the receipt price of the item. For more information, see Change Status from Non-Capitalized to Capitalized, on page 6-1. Source of GL Account with Different Item Costs Source of GL Account Receipts price variance account Debit ($0.50 $0.45) x 20 = $1.00 Credit ($0.50 $0.45) x 20 = $1.00 Source of GL Account Inventory control account
NOTE
Maximo performs all cost entries and calculations in the base currency.
Transfer In
To transfer in an item, click Select Items for Transfer on the Transfer In tab. Maximo uses the date and time in the Actual Date field to determine the financial period for the transaction. The Actual Date field defaults to the system date and time.
Primary Transaction
When you click Save, Maximo writes the following record to the MATRECTRANS table: ISSUETYPE = TRANSFER Example Transfer 20 bearings at $0.50 (issue cost) to the packaging storeroom from the central storeroom. Source of GL Account for Transfer Between Storerooms Source of GL Account Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account Inventory control account of source storeroom.
1 Inventory
control account of destination storeroom.
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Issues and Transfers Application Source of GL Account Debit Credit Source of GL Account Inventory control account of source storeroom.
2 Inventory
control account of destination storeroom.
Example Transfer 20 bearings at $0.50 (issue cost) from the central storeroom in Site A to the packaging storeroom in Site B within the same organization. Source of GL Account for Transfer Between Sites, Same Organization Source of GL Account Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account Inventory control account of source storeroom in Site A.
3 Inventory
control account of destination storeroom in Site B. an internal purchase order with no courier purchase order line GL Debit Account. an internal purchase order with courier purchase order line GL Debit Account
4 If in response to
If in response to an internal purchase order with no courier purchase order line GL Credit Account. If in response to an internal purchase order with courier clearing account of organization
5 If in response to
Transfer 20 bearings at $0.50 (issue cost) from the central storeroom in Site A, Organization A to the packaging storeroom in Site B, Organization B Source of GL Account for Transfer Between Sites, Different Organizations Source of GL Account Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account Clearing Account of Organization B.
6 Inventory
Control Account of Central Storeroom in Site B.
NOTE
Using the previous example, to transfer items across organizations, Maximo requires two transactions:
1 The central storeroom in Site B must transfer items from the storeroom to
the courier.
6-27
2 The packaging storeroom in Site A must receive items from a courier.

If the item is capitalized and it already exists in the destination, the default for both the debit and credit accounts is the Capital GL account, and the line cost is zero. For more information, see Change Status from Non-Capitalized to Capitalized, on page 6-1. If the item is capitalized and your company is stocking it in the destination for the first time, the debit account for the transfer is the Inventory Control account of the destination. The credit account is the Capital GL account. Transferring a capitalized item to a new inventory location inserts the item as capitalized into the new inventory location. The control account for the item in that new inventory location is the Inventory Control account, not the Capital GL account.
Transferring against an internal PO creates the same transaction as receiving material against an internal PO. For more information, see Chapter 8, Financial Processes in Purchasing. Transferring against an internal PO produces a secondary transaction under the following conditions: Standard cost is used as your issue cost. The receipt price varies from the standard price in the destination storeroom. Under these conditions, Maximo writes the following record to the INVTRANS table: TRANSTYPE = STDRECADJ, to the INVTRANS table. Maximo determines the value of the transaction (line cost) with the following equation: Receipt Qty x (Receipt Price - Standard Price) Example You transfer 20 bearings into the central storeroom at $0.50 each (primary transaction), but the standard cost of the bearings in the central storeroom is $0.45 each. Your company uses the standard cost.
6-28
Issues and Transfers Application Source of GL Account for Transfer with Different Costs Source of GL Account Receipts price variance account Debit ($0.50 $0.45) x 20 = $1.00 Credit ($0.50 $0.45) x 20 = $1.00 Source of GL Account Inventory control account
If the item is capitalized, the default credit account is the Capital GL account. Also, since the standard cost of a capitalized item is zero, the line cost for the standard receipt adjustment transaction equals the receipt price of the item. For more information, see Change Status from Non-Capitalized to Capitalized, on page 6-1. NOTE Maximo performs all cost entries and calculations in the base currency.
Issues and Transfers Database Transactions

In Issues and Transfers, you can transfer an item against an internal purchase order. This section explains the GL transactions resulting from Transfer In and Transfer Out, earlier in this chapter. For more information, see Chapter 8, Financial Processes in Purchasing.
Issues Tab
When you issue an item, Maximo determines the default accounts in the following ways: Issue Type of Issue GL Debit Account (GLDEBITACCT)
1 GL Account field (not displayed) in the Inventory application
Inventory Resource field for the Item Type on the Inventory Resource Codes dialog box in Chart of Accounts (this typically would be only one segment only of the GL Debit Account field);
2 GL Account field in Work Orders, if work order number specified; GL
Account field in Preventive Maintenance, if based on PM record; or, GL Account field in Asset (not displayed); or, GL Account field in Locations;
3 GL Account field in Asset (not displayed); 4 GL Account field in Locations.

GL Credit Account (GLCREDITACCT) GL Control Account field (not displayed) in the Inventory application. Issue Type of Issue MATUSETRANS.GLDEBITACCT
1 INVCOST.GLACCOUNT ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INVRESCODE) 6-29
2 WORKORDER.GLACCOUNT PM.GLACCOUNT; or,

ASSET.GLACCOUNT; or, LOCATIONS.GLACCOUNT
3 ASSET.GLACCOUNT 4 LOCATIONS.GLACCOUNT
MATUSETRANS.GLCREDITACCT INVCOST.CONTROLACC LOCATIONS.CONTROLACC Issue Type of Return GL Debit Account (GLDEBITACCT) GL Credit Account on Select Items for Return page for selected item. GL Credit Account (GLCREDITACCT) GL Debit Account on Select Items for Return page for selected item. Issue Type of Return MATUSETRANS.GLDEBITACCT MATUSETRANS.GLCREDITACCT for the items issue transaction. MATUSETRANS.GLCREDITACCT MATUSETRANS.GLDEBITACCT for the items issue transaction.
Transfer Out Tab

This section provides GL field information for the Transfer Out tab. Displayed Fields GL Debit Account (GLDEBITACCT) the Control Account field for the labor or courier in Locations, if the item is transferred to a labor or courier location; between two storerooms at the same site. the GL Debit Account field on the PO Lines tab if in response to an internal purchase order; between two storerooms at the same site. the Clearing Account of the transferring out sites organization if in response to an internal purchase order between a transferring out site and a receiving site. GL Control Account field (not displayed) in the Inventory application for the to location Inventory Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) the GL Credit Account field on the PO Lines tab if in response to an internal purchase order, otherwise, GL Control Account field (not displayed) in the Inventory application for from location Inventory Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields MATRECTRANS.GLDEBITACCT
6-30
Issues and Transfers Application LOCATIONS.CONTROLACC, if transferred to a labor or courier location, otherwise, POLINE.GLDEBITACCT, if in response to an internal purchase order; between two storerooms at the same site. ORGANIZATION.CLEARING ACCOUNT, clearing account of the transferring out sites organization if in response to an internal purchase order between a transferring out site and a receiving site. INVCOST.CONTROLACC for to location LOCATIONS.CONTROLACC MATRECTRANS.GLCREDITACCT POLINE.GLCREDITACCT, if in response to an internal purchase order; otherwise, INVCOST.CONTROLACC for from location LOCATIONS.CONTROLACC
Transfer In Tab
This section provides GL field information for the Transfer In tab. Displayed Fields GL Debit Account (GLDEBITACCT) If in response to an internal purchase order, the GL Debit Account field on the PO line otherwise, GL Control Account field (not displayed) in the Inventory application for to location Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) If the item is transferred from a labor our courier location, the Control Account field for the labor or courier in the Locations application, otherwise If in response to an internal purchase order, the GL Credit Account field on the PO line otherwise, If in response to an internal purchase order between a receiving site and a transferring out site, the Clearing Account of the receiving sites organization. GL Control Account field (not displayed) in the Inventory application for the from location GL Control Account field (not displayed) in Locations for the from location Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields MATRECTRANS.GLDEBITACCT If in response to an internal purchase order, POLINE.GLDEBITACCT; otherwise, INVCOST.CONTROLACC for to location LOCATIONS.CONTROLACC MATRECTRANS.GLCREDITACCT
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Tools Application If transferred from a labor or courier location,LOCATIONS.CONTROLACC; otherwise, If in response to an internal purchase order, POLINE.GLCREDITACCT; otherwise, If in response to an internal purchase order between a receiving site and a transferring out site, ORGANIZATION.CLEARING ACCOUNT, the clearing account of the receiving sites organization. INVCOST.CONTROLACC for from location LOCATIONS.CONTROLACC
Tools Application
Both the tools GL accounts (tool resource codes) and the tools control accounts can be divided into two different types: internal and external. For the tools GL account, the tool resource code that you assign to Outside? = N becomes the default for the internal tools GL account, whereas the code that you assign to Outside? = Y becomes the default for the external tools GL account. As with the tools GL accounts (tool resource codes), there are internal and external tools control accounts. Thus, the tools control account code that you assign to Outside? = N becomes the default for the internal tools control account, whereas the codes that you assign to Outside? = Y become the defaults for the external tools control accounts. Furthermore, for the external tools control accounts, you can assign a unique default code for each vendor. If Outside? Field = N TOOL.GLACCOUNT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLRESCODE and GROUPVALUE = N) (Tool Resource field for Outside? = N on Tool Resource Codes dialog box in Chart of Accounts) direct entry (no default) TOOL.CONTROLACC ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INTTOOLREC, and GROUPVALUE = ALL) (Control Account field on Internal Tools Control Accounts dialog box in Chart of Accounts) direct entry (no default) If Outside? Field = Y TOOL.GLACCOUNT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLRESCODE, and GROUPVALUE = Y) (Tool Resource field for Outside? = Y on Tool Resource Codes dialog box in Chart of Accounts) direct entry (no default) TOOL.CONTROLACC ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = EXTOOLREC, and GROUPVALUE = vendor name) (Control Account field for Vendor on External Tools Control Accounts dialog box in Chart of Accounts) direct entry (no default)
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Financial Processes in Preventive Maintenance
This chapter describes the financial processes for the Preventive Maintenance application in the Preventive Maintenance module.
Preventive Maintenance Application

Maximo uses any GL account (segment) entered in the Preventive Maintenance application on work orders that you generate from the PM record. Displayed Field Database Field GL Account (GLACCOUNT) manual entry (no default) PM.GLACCOUNT manual entry (no default)
7-1
Preventive Maintenance Application
7-2
Financial Processes in Purchasing
This chapter describes the financial processes for the following applications in the Purchasing module: Companies Purchase Requisitions Purchase Orders Receiving Invoices
Companies Application
Displayed Fields In the Companies application, the GL account fields (AP Control Account, RBNI Account, Suspense Account) default according to company type as specified in the Company Type field. RBNI (RBNIACC) RBNI field for Company Type on Company-Related Accounts dialog box in Chart of Accounts. Suspense (APSUSPENSEACC) AP Suspense field for Company Type on Company-Related Accounts dialog box in Chart of Accounts. AP Control (APCONTROLACC) AP Control field for Company Type on Company-Related Accounts dialog box in Chart of Accounts. Database Fields COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC COMPANIES.APSUSPENSEACC COMPANYACCDEF. APSUSPENSEACC COMPANIES.APCONTROLACC COMPANYACCDEF.APCONTROLACC
Purchase Requisitions
This section describes the following actions, selected from the PR Lines tab in the Purchase Requisitions application, that cause Maximo to write GL account transactions: Material requisitions for direct issue (Issue on Receipt? = Y)
8-1
Purchase Requisitions Material requisitions from internal vendor (another storeroom) Material requisitions for storeroom from external vendor
PR Lines Tab
The following sections describe the displayed fields and database fields for material requisitions.
Material Requisitions for Storeroom From External Vendor

The following sections describe the displayed fields and database fields for Material Requisitions for a storeroom from an external vendor. Displayed Fields GL Debit Account (GLDEBITACCT) GL Control Account field (not displayed) for storeroom location in the Inventory application. GL Credit Account (GLCREDITACCT) RBNI field for Vendor in Companies RBNI field for Company Type field (for Vendor on PR line) on Company-Related Accounts dialog box in Chart of Accounts. Database Fields PRLINE.GLDEBITACCT INVCOST.CONTROLACC PRLINE.GLCREDITACCT COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type)
Material Requisitions for Direct Issue (Issue on Receipt? = Y)

The following sections describe the displayed fields and database fields for Material Requisitions for a direct issue when Issue on Receipts = Y. Displayed Fields Maximo can create direct issue requisitions and purchase orders can only be created for an external vendor. GL Debit Account (GLDEBITACCT) GL Account field (not displayed) in the Inventory application Inventory Resource field for item Type field on Inventory Resource Codes dialog box in Chart of Accounts;
1 Work Order GL Account field; 2 Asset GL Account field (not displayed); 3 Location GL Account field.
GL Credit Account (GLCREDITACCT) RBNI field for Vendor in Companies RBNI field for Company Type field (for Vendor on PR line) on Company-Related Accounts dialog box in Chart of Accounts. Database Fields PRLINE.GLDEBITACCT
1 INVCOST.GLACCOUNT ACCOUNTDEFAULTS.GLDEFAULT (where

DFLTGROUP = INVRESCODE and GROUPVALUE = item type for item on PO line)
2 WORKORDER.GLACCOUNT
8-2
Purchase Requisitions
3 ASSET.GLACCOUNT 4 LOCATIONS.GLACCOUNT
PRLINE.GLCREDITACCT COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type)
Material Requisitions From Internal Vendor (Another Storeroom)

The following section describes the displayed fields and database fields for Material Requisitions from the storeroom of an internal vendor. NOTE Displayed Fields This transaction involves internal POs within the same site or between two sites within the same organization. GL Debit Account (GLDEBITACCT) GL Control Account field (not displayed) in the Inventory application for requisitioning storeroom location Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) GL Control Account field (not displayed) in the Inventory application for vendor storeroom location Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. Database Fields PRLINE.GLDEBITACCT INVCOST.CONTROLACC (of requisitioning location) LOCATIONS.CONTROL.ACC PRLINE.GLCREDITACCT INVCOST.CONTROLACC (of vendor location) LOCATIONS.CONTROL.ACC NOTE You cannot create a service requisition that names an internal vendor.
Material Requisitions From Internal Vendor (Another Storeroom) in a Different Organization

The following section describes the displayed fields and database fields for Material Requisitions from an internal vendor in a different organization. Displayed Fields GL Debit Account (GLDEBITACCT) GL Control Account field (not displayed) in the Inventory application for requisitioning storeroom location Inventory Control Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) Organization Clearing Account field in the Organization application for the receiving sites organization. Database Fields PRLINE.GLDEBITACCT INVCOST.CONTROLACC (of requisitioning location) LOCATIONS.CONTROL.ACC PRLINE.GLCREDITACCT ORGANIZATION.CLEARINGACCOUNT
Purchase Requisitions for Services

The following sections describes the following types of Service Requisitions: Line Type = Service
8-3
Purchase Requisitions Line Type = Standard Service Rotating Asset when the Charge to Store? check box = Y
Purchase Requisitions (Line Type = Service)

The following section describes the displayed fields for Service Requisitions when the Line Type = Service. Displayed Fields The GL Debit Account and GL Credit Account fields for a service requisition default just as they do for a direct issue material requisition (page 2) except that the merger does not involve an item resource code unless the you order the service requisition for an asset and you select the Charge to Store? check box.
Purchase Requisitions (Line Type = Standard Service)

The following section describes the displayed fields for Service Requisitions when the Line Type = Standard Service. Displayed Fields GL Debit Account (GLDEBITACCT) GL Account field for the Organization / Service item as defined in the Service Items application using the Service Item / Organization Details action. GL Credit Account (GLCREDITACCT) RBNI field for vendor in Companies RBNI field for Company Type field (for vendor on PR line) on Company-Related Accounts dialog box in Chart of Accounts. Database Fields PRLINE.GLDEBITACCT ITEMORGINFO.GLACCOUNT PRLINE.GLCREDITACCT COMPANIES.RBNIACC (of vendor) COMPANYACCDEF.RBNIACC where TYPE = vendor companys type
Purchase Requisitions for Rotating Asset, When Charge to Store? = Y

The following section describes the displayed fields for Service Requisitions when the Issue on Receipts check box = Y for a rotating asset and the Charge to Store? check box = Y. Displayed Fields GL Debit Account (GLDEBITACCT) Rotating Suspense Account field (not displayed) in Asset Global Rotating Suspense Account field on the Inventory-Related Accounts dialog box in Chart of Accounts. GL Credit Account (GLCREDITACCT) RBNI field for vendor in Companies RBNI field for Company Type field (for vendor on PR line) on Company-Related Accounts dialog box in Chart of Accounts. Database Fields PRLINE.GLDEBITACCT ASSET.ROTSUSPACCT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRELACC and GROUPVALUE = ROTSUSPACCT) PRLINE.GLCREDITACCT COMPANIES.RBNIACC (of vendor) COMPANYACCDEF.RBNIACC where TYPE = vendor companys type
8-4
Purchase Orders Application
Purchase Orders Application

This section describes the Material Orders from External Vendor action, selected from the PO Lines tab in the Purchase Orders application, that causes Maximo to write GL account transactions.
PO Lines Tab
You can copy PO line items from PR line items, or you can enter them directly on a purchase order. In the first case, Maximo copies the GL fields from the PR. In the second case, PO line GL fields default exactly as they do on a PR. The following section shows the case of ordering storeroom items from an external vendor, with the PR line shown in parentheses, indicating that Maximo might have copied the PO GL information from there. For information about other cases of purchase orders (from internal vendor, for issue on receipt materials, or for services), see PR Lines Tab, on page 8-2.
Material Orders From External Vendor

The following sections describe the displayed fields and database fields for Material Orders from external vendors. Displayed Fields GL Debit Account (GLDEBITACCT) GL Debit Account field on PR line GL Control Account field (not displayed) for storeroom location in the Inventory application. GL Credit Account (GLCREDITACCT) GL Credit Account field on PR line RBNI field for vendor in Companies RBNI field for Company Type field (for vendor on PO line) on Company-Related Accounts dialog box in Chart of Accounts. Database Fields POLINE.GLDEBITACCT (PRLINE.GLDEBITACCT) INVCOST.CONTROLACC POLINE.GLCREDITACCT (PRLINE.GLCREDITACCT) COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC where TYPE = vendor companys type
Receiving Application
This section describes the following types of receipts: Material Receipt, External, into Storeroom Material Receipt, External, issue on Receipt Material Receipts, Inspection Required Material Receipts are Organizations, Internal
8-5
Material Receipt, External, into Storeroom

You perform this process on the Material Receipts tab in Receiving. Maximo uses the date and time in the Received Date field to determine the financial period for the transaction. The Received Date field defaults to the system date and time. NOTE The Loaded Cost column in the table window represents the cost of material, plus any taxes or standard services that have been added to the line.
Primary Transaction
When you click Save, Maximo writes a record to the MATRECTRANS table. Example Receive 20 bearings at $0.50 each. Source of GL Account for Material Receipts, External into Storeroom Source of GL Account Purchase order line Debit Account Debit 10 x $0.50 = $5.00 Credit 20 x $0.50 = $10.00 Source of GL Account Purchase order line Credit Account
For the default order of the PO line accounts, see Case 1 in the process, Insert a PR Line Item Record in Chapter 5, Non-Financial Processes. NOTE All cost entries and calculations are made in the base currency.
Material Receipt, External, Issue on Receipt

To do this process on the Material Receipts tab click New Row or Select Ordered Items. Maximo uses the date and time in the Received Date field to determine the financial period for the transaction. The Received Date field defaults to the system date and time.
Primary Transaction
When you click Save, Maximo writes a record, ISSUETYPE = RECEIPT, to the MATRECTRANS table. As with the previous process (Material Receipt, External, into Storeroom), you use the same debit and credit accounts for inserting a PO line or PR line. For more information about how the accounts default, see Case 2 in the process, Insert a PR Line Item Record in Chapter 5, Non-Financial Processes.
Maximo also writes a record to MATUSETRANS table. This record represents the issue of the item upon receipt. From an accounting perspective, it is the same transaction as in MATRECTRANS. 8-6
Material Receipt, Inspection Required?

The following section describes how to process a receipt, when Maximo requires an inspection of the item, through the Material Receipts tab in the Receiving application. Maximo determines the inspection status through the Inspection Required? check box on the PO Lines in the Purchase Orders application.
Purchase Orders Application with Receipt Required? check box indicated

If you selected the Inspection Required? check box, the Inspection Status on the Material Receipts tab defaults to WINSP (Waiting for Inspection) upon receipt. Use the Change Inspection Status action in the Receiving application to accept or reject these items.
Receiving Application with Change Inspection Status action indicated

In the following example, you have transferred eight items to your storeroom and returned two to the vendor. After you complete the transaction, the Material Receipts tab displays updated line item information. Example The following table shows what GL transactions Maximo writes when a user receives 10 copper tubings at $0.50 each. Upon inspection, eight copper tubings are accepted and the remaining two copper tubings are rejected. Source of GL Account for Material Receipt, Inspection Required Transaction Type Receipt Source of GL Account Holding Location GL account Source of GL Account RBNI (Received But Not Invoiced) GL account from company application Holding Location GL account RBNI GL account from company application
Debit 10 x $0.50 = $5.00
Credit 10 x $0.50 = $5.00
Transfer to your Storeroom Return to Holding Location
Your Storerooms GL account Holding Location GL account
8 x $0.50 = $4.00 2 x $0.50 = $1.00
8 x $0.50 = $4.00 2 x $0.50 = $1.00
8-7
Material Receipt, Internal

To receive an item against an internal PO, you use the Issues and Transfers application with the Receiving application. Maximo uses the date and time in the Received Date field to determine the financial period for the transaction. The Received Date field defaults to the system date and time. When you click Save, Maximo writes a record, ISSUETYPE = TRANSFER to the MATRECTRANS table. If you use standard cost, a potential secondary transaction can occur. For example, if you move the item from storeroom A to storeroom B, and the items receipt price in Maximo differs from the items standard price in storeroom B. Maximo writes a record, TRANSTYPE = STDRECADJ, to the INVTRANS table. The value of the transaction (that is, the LINECOST) is equal to the following equation:
[Receipt Quantity x (Receipt Price in Maximo-Standard Price in Storeroom B).
Depending upon whether you are receiving an item that is rotating and/or required inspection, use the following table to determine whether you should refer to Case 1 (page 8) or Case 2 (page 9). Case 1/Case 2 Reference Table If you are receiving an item against an internal PO and that item is . . . rotating rotating non-rotating non-rotating
and . . . requires inspection does not require inspection requires inspection does not require inspection
refer to . . . Case 1. Case 1. Case 1. Case 2.
Case 1
You create an internal PO and add a PO line where the item quantity is five and the unit cost is $10. You want to transfer the item from the Central Storeroom at your Bedford site to the Central Storeroom at your Nashua site. The number of transactions you enter in Issues and Transfers depends upon whether you are receiving a rotating or non-rotating item.
8-8
Receiving Application Case 1 Receiving Item and Transaction Table If you are receiving . . . a rotating item, a non-rotating item, you enter . . . one transaction for each item. one transaction for all items.
Each of these transactions appears in the MATRECTRANS table as type TRANSFER and inspection status TRANSFER. NOTE If you are receiving an inspection-required item, Maximo requires a courier for that item.
Source of GL Account for Rotating Item Source of GL Account Your Bedford sites Clearing account Debit 1 * $10 = $10 1 * $10 = $10 1 * $10 = $10 1 * $10 = $10 1 * $10 = $10 Credit 1 * $10 = $10 1 * $10 = $10 1 * $10 = $10 1 * $10 = $10 1 * $10 = $10 Source of GL Account Your Bedford sites Inventory Control account for the Central storeroom.
Source of GL Account for Non-Rotating Item Source of GL Account Your Bedford sites Clearing account Debit 5 * $10 = $50 Credit 5 * $10 = $50 Source of GL Account Your Bedford sites Inventory Control account for the Central storeroom.
Use the Receiving application if you need to confirm or inspect the item or serialize the transaction. Receive Item and Transfer to Central Storeroom in your Nashua Site Source of GL Account Your Nashua sites holding location Inventory Control of Central Storeroom in Nashua site Debit 5 * $10 = $50 Credit 5 * $10 = $50 Source of GL Account Your organizations Clearing account for the Bedford site Your Nashua sites holding location
5 * $10 = $50
5* $10 = $50
Case 2
You create an internal PO and add a PO line where the item quantity is five and the unit cost is $10. You want to transfer the item from the Central Storeroom at your Bedford site to the Central Storeroom at your Nashua site. In Issues and Transfers, you enter one transaction for the five non-rotating items that do not require inspection.
8-9
Receiving Application NOTE Maximo does not require a courier since the item does not require inspection.
Transfer from Central Storeroom at your Bedford Site Source of GL Account Your Inventory Control account for Nashuas Central Storeroom Debit 5 * $10 = $50 Credit 5 * $10 = $50 Source of GL Account Your Inventory Control account for Bedfords Central Storeroom
Material Receipt across Organizations Internal

There are two types of material receipts across internal organizations: Material Returns Service Receipts
Material Returns
To return an item against a PO, use the Material Receipts tab and click New Row or Select Items for Return. When using New Row, enter a negative quantity for the return. If you use Select Items for Return, Maximo automatically creates a negative quantity transaction. When you click Save, Maximo writes a record, ISSUETYPE = RETURN, to the MATRECTRANS table. If the transaction was created by using Select Items for Return, Maximo records a reference to the original receipt transaction by populating the RECEIPTREF column in the MATRECTRANS table.
Service Receipts
To receive a service, use the Service Receipts tab and click either New Row or Select Ordered Services. Maximo uses the date and time in the Received Date field to determine the financial period for the transaction. The Received Date field defaults to the system date and time. When you click Save, Maximo writes a record, TRANSTYPE = RECEIPT, to the SERVRECTRANS table. From a GL perspective, this process produces a transaction analogous to the primary transaction for an external material receipt (that is, you use the same debit and credit accounts as you use for inserting either a PO line or a PR line). For more information about how the accounts default, see Cases 2 and 3 in the process Insert a PR Line Item Record in Chapter 5, Non-Financial Processes. NOTE The GL Debit Account and GL Credit Account fields on both the Material Receipts tab and the Service Receipts tab have the same sources as they do for the associated PR or PO line. For more information, see Purchase Orders Application, on page 8-5.
8-10
Invoices Application
Although Maximo might create records to establish GL accounts, no GL transactions occur until you approve the invoice. Upon invoice approval, many transactions can occur. Maximo uses the date and time in the Entered Date field in the Invoices application to determine the financial period for transactions in this application. All transactions are in the base currency. NOTE Processes that result in debit/credit transactions use decimal fields and amount (cost) fields. To minimize the effects of rounding in calculations, use the Database Configuration application to set the scale (the number of places calculated and displayed to the right of the decimal point) of these fields to six or more places.
Invoice Lines Tab

Use the Invoice application to select the Invoice Lines tab. You can copy invoice line items from PO line items or enter them directly. If you copy an invoice line from a PO, the GL Debit Account field for that invoice line defaults to the PO line debit account. When you directly enter invoice line items, the invoice line GL Debit Account field defaults exactly as if you were inserting a PR line. For more information about how the debit account defaults, see PR Lines Tab, on page 8-2. The GL Credit field source is always the RBNI account for the vendor that the user has specified in the Invoices application. In the Database section, both the PO line and the PR line are shown in parentheses, indicating that you may have copied the invoice GL information from the PO. For information about account defaults for invoices containing either materials to be issued on receipt or services, see PR Lines Tab, on page 8-2. Inserting invoice lines creates no GL transactions until you reach the approve invoice stage. For more information, see Approve Invoice on page 8-14. Displayed Fields GL Debit Account (GLDEBITACCT) GL Debit Account field on PO Lines tab GL Debit Account field on PR Lines tab GL Control Account field (not displayed) for storeroom location in the Inventory application. GL Credit Account (GLCREDITACCT) RBNI field in Companies for vendor RBNI field for Company Type field (for vendor in Invoices application) on Company-Related Accounts dialog box in Chart of Accounts. Database Fields INVOICECOST.GLDEBITACCT (POLINE.GLDEBITACCT) (PRLINE.GLDEBITACCT) INVCOST.CONTROLACC INVOICECOST.GLCREDITACCT COMPANIES.RBNIACC COMPANYACCDEF.APSUSPENSEACC (where TYPE = vendor companys type)
8-11
Not Charged to Store

You receive an invoice for two hours of computer repair at $50 an hour. The invoice has no associated PO and it is not Charged to Store. In addition to the primary transaction, Maximo writes a transaction to the SERVRECTRANS table. GL Account Source when Invoice Not Charged to Store Source of GL Account Debit 2 x $50.00 = $100.00 Credit 2 x $50.00 = $100.00 Source of GL Account Company RBNI (Received But Not Invoiced) account
1 If issued to a
work order work order GL account
3 If issued to a
location If only one asset at location, asset GL account Location GL account Service for Item With No PO, if Charge to Store? = N Database Fields SERVRECTRANS.GLDEBITACCT INVOICECOST.GLDEBITACCT or, WORKORDER.GLACCOUNT, or, ASSET.GLACCOUNT, or, LOCATIONS.GLACCOUNT SERVRECTRANS.GLCREDITACCT COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type)
Charged to Store
If the Charge to Store? check box is selected, the system carries the charges through to the rotating asset. You receive an invoice for 2 hours of computer repair at $50 an hour. The invoice has no associated PO, and it is Charged to Store. In addition to the primary transaction, Maximo writes a transaction to SERVRECTRANS
8-12
Invoices Application GL Account Source when Invoice Charged to Store Source of GL Account Asset rotating suspense account Debit 2 x $50.00 = $100.00 Credit 2 x $50.00 = $100.00 Source of GL Account Company RBNI account
Furthermore, when UPDATEINVENTORY = 1, Maximo updates the database inventory cost of the rotating asset (for example, the computer). Service for Item With No PO, if Charge to Store? = Y Database Fields SERVRECTRANS.GLDEBITACCT INVOICECOST.GLDEBITACCOUNT ASSET.ROTSUSPACCT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = INVRELACC and GROUPVALUE = ROTSUSPACCT) SERVRECTRANS.GLCREDITACCT COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type)
Distribute Costs Page

Default information on this page comes from the INVOICECOST table; where data results from inserting invoice line items. The GL Debit Account and GL Credit Account source fields are the same as those used when inserting an invoice line, discussed previously in Invoice Lines Tab, on page 8-11. As with inserting invoice lines, using the Distribute Costs page creates no GL transactions until you reach the approve invoice stage. For more information, see Approve Invoice, on page 8-14. Displayed Fields GL Debit Account (GLDEBITACCT) GL Debit Account field on invoices line. GL Credit Account (GLCREDITACCT) GL Credit Account field on invoices line RBNI field in Companies for vendor RBNI field for Company Type field (for vendor in Invoices) on Company-Related Accounts dialog box in Chart of Accounts. Database Fields INVOICECOST.GLDEBITACCT ( POLINE.GLDEBITACCT)( PRLINE.GLDEBITACCT) INVOICECOST.GLCREDITACCT COMPANIES.APSUSPENSEACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type) Example Materials are purchased for a storeroom. GL Debit Account (GLDEBITACCT) GL Debit Account field on PO line GL Debit Account field on PR line GL Control Account field (not displayed) for storeroom location in the Inventory application. GL Credit Account (GLCREDITACCT) RBNI field in Companies for vendor RBNI field for Company Type field (for vendor in Invoices) on Company-Related Accounts dialog box in Chart of Accounts.
8-13
Invoices Application INVOICECOST.GLDEBITACCT ( POLINE.GLDEBITACCT) (PRLINE.GLDEBITACCT) INVCOST.CONTROLACC INVOICECOST.GLCREDITACCT COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type) Transactions Resulting From Distributing Costs NOTE The actual GL transactions occur only at the time of invoice approval. For Materials MATRECTRANS.GLDEBITACCT INVOICECOST.GLDEBITACCT POLINE.GLDEBITACCT MATRECTRANS.GLCREDITACCT INVOICECOST.GLCREDITACCT POLINE.GLCREDITACCT
Approve Invoice
All displayed GL fields in the Invoices application already acquired their values when you inserted the invoice lines. When you approve an invoice, Maximo does not affect the values in any application GL fields; however, Maximo does create at least one database transaction and possibly others. Maximo uses the date and time in the Entered Date field in the Invoices application to determine the financial period for transactions in this application. If a PO number for the invoiced item exists and the Buy Ahead field (usually not displayed by default) in the Purchase Orders application is set to Buy Ahead, the exchange rate at invoice approval is the rate locked in with the vendor when you create the PO. Otherwise, if the Vendor Currency field in the Invoices application is populated, the exchange rate is the current active rate from the Exchange Rate table in Currency Management.
Invoice Total Transaction (Primary Transaction)

When you approve an invoice, Maximo writes the following record to the INVOICETRANS table: TRANSTYPE = TOTAL Example Approve an invoice for 20 bearings at $0.50 each, plus tax of $0.75. GL Account Source to Approve an Invoice Source of GL Account Company RBNI account Debit (20 x $0.50) + $0.75 = $10.75 Credit (20 x $0.50) + $0.75 = $10.75 Source of GL Account Company AP suspense account
8-14
Invoices Application A secondary transaction moves the tax portion into a tax account. We include tax in the preceding example to emphasize that the line cost for the TOTAL transaction includes tax. For more information about taxes, see the following section on Tax transactions. NOTE Even if the unit cost of the item is in a foreign currency (for example, Canadian dollars, the LINECOST is in the base currency (for example, U.S. dollars). The approval date determines the exchange rate used at invoice approval. The enter date in the INVOICE table determines the financial period. INVOICETRANS.GLDEBITACCT COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type) INVOICETRANS.GLCREDITACCT COMPANIES.APSUSPENSEACC COMPANYACCDEF.APSUSPENSEACC (where TYPE = vendor companys type) Additional Transactions The following additional transactions can occur. Maximo writes these potential transactions are written to the INVOICETRANS, MATRECTRANS, and/or SERVRECTRANS tables. All transactions are in the base currency. Service Transaction for Each Invoice Line With no Associated PO Line If the invoice contains a line for a service for which no PO line exists, Maximo writes an additional transaction to the SERVRECTRANS table. Because no associated PO exists, no receipt for that service exists. However, Maximo requires an entry to account for the receipt stage. Therefore, the debit account defaults as if you inserted a PO line (or a PR line).
Database Fields
Additional Possible Transaction for Materials

Materials to be Issued on Receipt If the item is a material to be issued on receipt, Maximo accounts for any change in the item cost by writing entries to both the MATRECTRANS and MATUSETRANS tables. The accounts default as if you were inserting a PR line. If the materials are charged to a work order, Maximo also updates the Actual Materials Cost. Example You approve an invoice for 20 bearings at 3.30 CAD each. The base currency is US dollars, and the exchange rate is currently 5.00 Canadian dollars per 1.00 US dollar. At the point of receipt, the item price is only 3.00 CAD, and the exchange rate is 6.00 CAD per US dollar. At receipt, the bearings are 3.00 CAD = $0.50 each. At invoice approval, the bearings are 3.30 CAD = $0.66 each. Maximo writes the following record, ISSUETYPE = INVOICE to both the MATRECTRANS and MATUSETRANS tables
8-15
Invoices Application Source of GL Account for MATRECTRANS and MATUSETRANS. Source of GL Account Debit account established upon insertion of invoice line = PO line debit Account If Issue on Receipt? = Y MATUSETRANS.GLDEBITACCT INVOICECOST.GLDEBITACCT POLINE.GLDEBITACCT MATUSETRANS.GLCREDITACCT INVOICECOST.GLCREDITACCT POLINE.GLCREDITACCT For Service SERVRECTRANS.GLDEBITACCT INVOICECOST.GLDEBITACCT POLINE.GLDEBITACCT SERVRECTRANS.GLCREDITACCT INVOICECOST.GLCREDITACCT POLINE.GLCREDITACCT Debit ($0.66-$0.50) x 20 = $3.20 Credit ($0.66-$0.50) x 20 = $3.20 Source of GL Account PO line credit account = Company RBNI account
Tax Transactions
As in the preceding example, an invoice can include tax. If so, in addition to the transaction of TRANSTYPE = TOTAL, Maximo writes transactions to the INVOICETRANS table with TRANSTYPE = TAXn, where 1 n 5. The value of n depends on which tax type you selected for the tax in Chart of Accounts.
Pay Tax to Vendor

Recall the example used for the primary transaction: Example 1 Approve an invoice for 20 bearings at $0.50 each, plus tax of $0.75. If the tax is of type Tax 1, Maximo writes the following tax transaction: TRANSTYPE = TAX1 to INVOICETRANS. Source of GL Account for Pay Tax to Vendor Source of GL Account Paid Tax GL account Example 2 Additionally, Maximo has an option to add taxes to the cost of the item. When you choose this option and Pay Tax to Vendor is true, Maximo writes a single Debit $0.75 Credit $0.75 Source of GL Account Company RBNI account
8-16
Invoices Application transaction of TRANSTYPE=TOTAL to the INVOICETRANS table. Maximo does not write a tax type transaction in this scenario. If Tax Paid to Vendor (Pay Tax to Vendor? = Y) and if Tax is of Type Tax n, where 1 n 5 INVOICETRANS.GLDEBITACCT INVOICE.TAXnGL TAXTYPE.INCLUSIVEGL INVOICETRANS.GLCREDITACCT COMPANIES.RBNIACC COMPANYACCDEF.RBNIACC (where TYPE = vendor companys type)
Do Not Pay Tax to Vendor

Recall the example used for the primary transaction: Example 1 Approve an invoice for 20 bearings at $0.50 each, plus tax of $0.75. If the tax is of type Tax 1, Maximo writes a tax transaction with TRANSTYPE = TAX1 to INVOICETRANS Source of GL Account for Do Not Pay Tax to Vendor Source of GL Account Paid Tax GL account Example 2 When you can add tax to items and Pay Tax to Vendor is false, Maximo writes two transactions to the INVOICETRANS table: a transaction of TRANSTYPE=TAXn, where 1 n 5 a transaction of TRANSTYPE=TOTAL. Approve an invoice for 20 bearings at $0.50 each, plus tax of $0.75. If the tax is of type Tax 1, Maximo writes a tax transaction with TRANSTYPE = TAX1 to INVOICETRANS. Source of GL Account for Do Not Pay Tax to Vendor with added Tax Items Source of GL Account Company RBNI Account Database Fields Debit $0.75 Credit $0.75 Source of GL Account Unpaid Tax GL account Debit $0.75 Credit $0.75 Source of GL Account Unpaid Tax GL account
If Tax Paid Directly to Authority (Pay Tax to Vendor? = N) and if Tax is of Type Tax n, where 1 n 5 INVOICETRANS.GLDEBITACCT INVOICE.TAXnGL TAXTYPE.EXCLUSIVEGL INVOICETRANS.GLCREDITACCT TAXTYPE.INCLUSIVEGL
8-17
Cost Variance Transactions

If time lapses between receiving the item and approving the invoice, the cost associated with the invoice line might differ from the cost of the item at receipt. Both the resulting transaction(s) and the transaction table(s) to which they are written vary in accordance with several factors. Furthermore, if you purchased the item for a storeroom, Maximo accounts for the variance based on the source of the cost change, including the following potential sources:
1 the cost on the invoice is different than the cost at receipt 2 the exchange rate changes between the time of receipt and invoice
approval With any cost variance, Maximo writes a transaction to either MATRECTRANS or SERVRECTRANS, depending on whether the item is material or service. As with records written to PRLINE and POLINE, the source of the accounts varies, depending on the nature of the item and on the planned use for the item. In addition, Maximo might write currency variance and invoice cost variance transactions to INVOICETRANS.
Variances for Materials

If the invoice line is for materials, Maximo calculates the total exchange rate gain or loss related to the line. Maximo combines this amount with the total variance due to cost changes related to the same invoice line. Maximo writes one transaction for both currency variance and invoice cost variance to the MATRECTRANS table (and to the MATUSETRANS table, if set to Issue on Receipt on the PO line). Both the debit and credit accounts default as if you were inserting a receipt line for a PO. In addition, if Maximo tracks variances the system can write separate transactions for each type of variance to the INVOICETRANS table. If you purchased the item for inventory (not for issue on receipt), Maximo accounts for any cost variances based on two determining factors: the quantity of an item on the invoice, relative to the current balance of the item in the storeroom at the time of invoice approval the value of UPDATEINVENTORY in MAXVARS If many items are issued or transferred out since receipt, the current balance at invoice approval time might be less than the invoice quantity. In the following three cases, Maximo writes a transaction to the MATRECTRANS table and/or the INVOICETRANS table for the entire variance. UPDATEINVENTORY = 1 (the default) and Invoice Quantity Current Balance (page 19) UPDATEINVENTORY = 1 (the default) and Invoice Quantity > Current Balance (page 19) UPDATEINVENTORY = 0 and Maximo does not update the Average Cost (page 21) 8-18
Case 1
UPDATEINVENTORY = 1 (the default) and Invoice Quantity Current Balance For the items remaining in inventory, Maximo also updates the average cost of the item to reflect the per unit variance by writing a transaction of TRANSTYPE = INVOICE to the MATRECTRANS table for the amount in inventory. Example You approve an invoice for 20 bearings at 3.30 CAD each. The base currency is US dollars, and the exchange rate is currently 5.00 Canadian dollars per 1.00 US dollar. At the point of receipt, the item price is only 3.00 CAD, and the exchange rate is 6.00 CAD per US dollar. At receipt, the bearings are 3.00 CAD = $0.50 each. At invoice approval, the bearings are 3.30 CAD = $0.66 each. Average Cost Change Originally, 10 items were in the storeroom at $0.50 each. Upon receipt, there are 30 items at $0.50 each for a total value of $15.00. Upon invoice approval, Maximo increases the value by $3.20 to $18.20. The average cost is $18.20 divided by 30 = $0.61. NOTE If you capitalize this item, the average cost in the storeroom changes. If the item you capitalized has a zero cost in the storeroom before you approve the invoice, it has a positive cost after you approve the invoice. Source of GL Account for Invoice Cost Variance Transaction Source of GL Account Debit account established upon insertion of invoice line = PO Line debit account Debit ($0.66-$0.50) x 20 = $3.20 Credit ($0.66-$0.50) x 20 = $3.20 Source of GL Account PO line credit account = company RBNI account
Case 2
UPDATEINVENTORY = 1 (the default) and Invoice Quantity > Current Balance For the items remaining in inventory, Maximo also updates the average cost of the item to reflect the per unit variance by writing a transaction of TRANSTYPE = INVOICE to the MATRECTRANS table for the amount in inventory. Maximo writes a transaction of TRANSTYPE = INVCEVAR to the INVOICETRANS table for the items that you issued out of the storeroom. Maximo writes this transaction after you received the item, but before you approve the item. If a change in the exchange rate caused any of the remaining variance, Maximo writes a transaction of TRANSTYPE = CURVAR to the INVOICETRANS table for the remainder of the currency variance.
8-19
Invoices Application Example From your inventory, you receive 20 bearings when the exchange rate is 3.00 Canadian Dollars (CAD) = $0.50 US Dollars (USD). (For this example, assume you already have 10 bearings currently in inventory.) When the exchange rate changes to 3.00 CAD = $.60 USD, you issue all 10 of the items that were already in inventory plus four of the 20 bearings that you recently received. When you receive the invoice for the 20 bearings, the exchange rate is 3.30 CAD = $0.66 USD. Average Cost Change Each of the 20 bearings you ordered is now worth $0.16 more at invoice than at receipt. Of those 20 items, 4 have already been issued from the storeroom. Instead of taking the $3.20 (20 x $0.16 = $3.20) and allocating it among the 16 remaining items, which would create a $0.20 increase per item, Maximo maintains the storerooms average cost correctly by increasing the average cost of each item by $0.16 to $0.66. Upon invoice approval, Maximo accounts for the 16 bearings remaining in the storeroom by debiting the inventory control account and crediting the RBNI account by 16 x $0.16 = $2.56. Also, Maximo debits the invoice cost variance account and credits the company RBNI account by 4 x $0.16 for the already issued four bearings. Source of GL Account for Average Price Change Source of GL Account Inventory Control Account Debit 16 x $0.16 = $2.56 Credit 16 x $0.16 = $2.56 Source of GL Account Company RBNI account
The remaining amount of $3.20 - $2.56 = $0.64 is allocated between the currency variance and invoice cost variance accounts through the following transactions that Maximo writes to the INVOICETRANS table. NOTE If you capitalize this item, the average cost in the storeroom changes. Even if the capitalized item has a cost of $0.00 in the storeroom before you approve the invoice, it has a positive cost after you approve the invoice. Here, we must control for the cost variable. The cost on receipt was 3.00 CAD = $0.50. If the cost at invoice had been 3.00 CAD, as opposed to 3.30 CAD, the cost per bearing at invoice would have been 3.00 CAD = $0.60. Four invoice items are no longer in the storeroom.
Currency Variance Transaction
8-20
Invoices Application Source of GL Account for Currency Variance Transaction Source of GL Account Currency variance account Debit ($0.60-$0.50) x 4 = $0.40 NOTE Invoice Cost Variance Transaction Credit ($0.60-$0.50) x 4 = $0.40 Source of GL Account Company RBNI account
If the item is capitalized, the credit account is the inventory control account and not the Capital GL account. In this transaction, we must control the exchange rate variable. If the exchange rate at receipt is the same as the invoice exchange rate, the cost per bearing at receipt is 3.00 CAD = $0.60 (not $0.50). The cost at invoice was 3.30 CAD = $0.66. Four items are no longer in the storeroom.
NOTE
Variance accounts track cost variances by storeroom location, not by item. Source of GL Account for Invoice Cost Variance Transaction Source of GL Account Invoice Cost Variance account of Storeroom Debit ($0.66-$0.60) x 4 = $0.24 Credit ($0.66-$0.60) x 4 = $0.24 Source of GL Account Company RBNI account
The $0.64 variance for the four items in inventory consists of a $0.40 currency variance and a $0.24 cost variance. NOTE Even if the item is capitalized, the credit account is the inventory control account, not the Capital GL account.
Case 3
UPDATEINVENTORY = 0 and Maximo does not update the Average Cost A change in the exchange rate causes Maximo to write a record, TRANSTYPE = CURVAR, to the INVOICETRANS table for that portion of the total variance. A change in the cost in the foreign currency causes Maximo to write a record, TRANSTYPE = INVCEVAR, to the INVOICETRANS table for that portion of the total variance. NOTE Both the preceding overview and the following example apply to both capitalized and non-capitalized items. Example You approve an invoice for 20 bearings at 3.30 CAD each. The base currency is US dollars, and the exchange rate is currently 5.00 Canadian dollars per 1.00 US dollar. At the point of receipt, the item price is only 3.00 CAD, and the exchange rate is 6.00 CAD per US dollar. At receipt, the bearings are 3.00 CAD = $0.50 each. At invoice approval, the bearings are 3.30 CAD = $0.66 each.
8-21
Invoices Application Currency Variance Transaction The cost on receipt is 3.00 CAD = $0.50. If the cost at invoice is 3.00 CAD, as opposed to 3.30 CAD, the cost per bearing at invoice is 3.00 CAD = $0.60. Maximo writes the CURVAR transaction to the INVOICETRANS table Source of GL Account for Currency Variance Transaction. Source of GL Account Currency variance account Debit ($0.60-$0.50) x 20 = $2.00 NOTE Invoice Cost Variance Transaction Credit ($0.60-$0.50) x 20 = $2.00 Source of GL Account Inventory control account
Even if the item is a capitalized item, the credit account is the inventory control account, not the Capital GL account. For this transaction, you control the exchange rate variable. If the exchange rate at receipt is the same as the invoice exchange rate, the cost per bearing at receipt is 3.00 CAD = $0.60 (not $0.50). The cost at invoice was 3.30 CAD = $0.66. Maximo writes the INVCEVAR transaction to INVOICETRANS.
NOTE
Variance accounts track cost variances by storeroom location, not by item. Source of GL Account for Invoice Cost Variance Transaction Source of GL Account Invoice Cost Variance account of Storeroom Debit ($0.66-$0.60) x 20 = $1.20 Credit ($0.66-$0.60) x 20 = $1.20 Source of GL Account Inventory Control account
The $3.20 variance for the 20 items on the invoice is made of a $2.00 currency variance and a $1.20 cost variance. NOTE Even if the item is capitalized, the credit account is the inventory control account, not the Capital GL account.
Variances for Services

If the line item is a service, Maximo tracks any change in the item cost by writing an entry to the SERVRECTRANS table. The accounts default as if you were inserting a PR line. Furthermore, if the service is associated with a work order, Maximo updates the actual service cost for the work order.
Service Not Charged to Store

You receive an invoice for a service that required 2 hours at a rate of 3.30 CAD per hour. The base currency is US dollars, and the exchange rate is currently 5.00 CAD per dollar. At the point of receipt, the item price is only 3.00 CAD, and the exchange rate is 6.00 CAD per US dollar. At receipt, the hourly rate is 3.00 CAD = $50.00 If no exchange rate change occurs, the hourly rate at invoice approval is 3.30 CAD = $55.00 However, the exchange rate changed to 5.00 CAD per dollar. Therefore, at invoice approval, the hourly rate is 3.30 CAD = $66. 8-22
Invoices Application Maximo writes the following transaction to the SERVRECTRANS table Source of GL Account for Service Not Charged to Store Source of GL Account Debit ($66.00$50.00) x 2 = $32.00 Credit ($66.00$50.00) x 2 = $32.00 Source of GL Account Company RBNI account
1 If issued to a
work order work order GL account
Service Charged to Store

The debit account for the transaction to the SERVRECTRANS table is the rotating suspense account of the asset that was serviced. Otherwise, this transaction works exactly as if the invoice is for a service where the Charge to Store check box is clear. In addition, if UPDATEINVENTORY = 1, Maximo updates the database inventory cost of the rotating asset. Transactions Resulting From the Distribute Costs Process Recall the following conditions that determine Distribute Costs: the invoice line has a PO line number specified you receive the line and distributed the costs to another GL account At invoice approval, Maximo makes the corresponding entries to the GL depending upon the invoice line item. Invoice Line Item and Maximo transaction table If the invoice line item is a . . . material, service, Maximo writes the transaction to the . . . MATRECTRANS table. SERVRECTRANS table.
Maximo can distribute costs for only material line items when you select the Issue on Receipt? check box. At the approve invoices stage, consider any
8-23
Invoices Application lines that the user inserts on the Distribute Costs page as new invoice lines that need the receipt transaction. Example Suppose that originally, as a result of your receiving 20 bearings at $0.50 each, Maximo writes the following transaction to the MATRECTRANS table Source of GL Account for Service Charged to Store Source of GL Account 1111-111-111 (Purchase order line debit account) Debit 20 x $0.50 = $10.00 Credit 20 x $0.50 = $10.00 Source of GL Account 3333-333-333 (Purchase order line credit account)
Later, you decide that you should charge 20% of the cost to account 2224-111111 (perhaps two bearings went to a different location than planned). Using the distribute costs process, you back out the invoice line corresponding to that receipt. On the Distribute Cost page, you distribute the cost. Upon invoice approval, Maximo writes the following transactions to the MATRECTRANS table. The account codes are the codes you entered on the Distribute Costs page. Source of GL Account for MATRECTRANS Table Source of GL Account 1111-111-111 (Purchase order line debit account) 1111-111-111 (Purchase order line debit account) 2224-111-111 (Defaults as if receiving the item) Debit -$10.00 Credit -$10.00 Source of GL Account 3333-333-333 (Purchase order line credit account) 3333-333-333 (Purchase order line credit account) 3333-333-333 (Defaults as if receiving the item)
$8.00
$8.00
$2.00
$2.00
8-24
Financial Processes in Resources
This chapter describes the financial processes for the Labor application in the Labor module.
Labor Application
The rate records associated with a Labor (Labor Craft Rate) typically receive one set of default GL accounts if they are internal labor rates (vendor is null), and another set if they are external labor rates (vendor is not null). Database Fields If Vendor is null LABORCRAFTRATE.GLACCOUNT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = LABRESCODE and GROUPVALUE = 0) (Labor Resource field for Outside? = N on Labor Resource Codes dialog box in Chart of Accounts) direct entry (no default) LABORCRAFTRATE.CONTROLACC LOCATIONS.INTLABREC (where the LOCATION = LABOR.WORKLOCATION and SITE=LABOR.WORKSITE) If Vendor is not null LABORCRAFTRATE.GLACCOUNT ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = LABRESCODE and GROUPVALUE = 1) (Labor Resource field for Outside? = Y on Labor Resource Codes dialog box in Chart of Accounts) direct entry (no default) LABOR.CONTROLACC ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = EXLABREC and GROUPVALUE = vendor name) (Control Account field for associated Vendor field on Internal Labor Control Accounts dialog box in Chart of Accounts) direct entry (no default)
9-1
Labor Application
9-2
Financial Processes in Service Desk
10
This chapter describes the financial processes for the Service Requests, Incidents, and Problems application in the Service Desk module.
Service Requests, Incidents, and Problems Applications

The following section describes the default GL account rules for starting and stopping the timer in the Service Requests, Incidents, or Problems application.
Starting and Stopping the Timer to Capture Time Spent on a Ticket

The following fields describe GL account default rules once you have started the timer. Displayed Fields GL Account (GLACCOUNT) GL Control Account field (displayed), normal validation rules for GL accounts apply. GL Account (GLACCOUNT) GL Control Account field (not displayed), refer to the following table. The following table describes which GL account rules apply when the GL Control Account field does not appear on the ticket
10-1
Service Requests, Incidents, and Problems Applications GL Account Rules without GL Control Account Field on Ticket If Asset or Location are . . . not on ticket and Site and Asset Site are . . . equal or not equal you should use the GL account . . . from the Labor record of the user running the application as the LABTRANS (GL) default. If the GL account does not exist, Maximo uses the Global Ticket GL account as the LABTRANS (GL) default. on ticket not equal Maximo associates with the Asset or Location to generate the LABTRANS (GL) record. If asset or location does not have an associated GL account, Maximo uses the GL account from the Labor record of the user running the application as the LABTRANS (GL) default. If the Labor record does not have a valid GL account, Maximo uses the Global Ticket GL account as the LABTRANS (GL) default. both on ticket equal as determined by existing Asset or Location merging rules. If asset and location do not have associated GL accounts, Maximo uses the GL account from the Labor record of the user running the application as the LABTRANS (GL) default. If the Labor record does not have a valid GL account, Maximo uses the Global Ticket GL account as the LABTRANS (GL) default.
10-2
Financial Processes in Work Orders
11
This chapter describes the financial processes for the following applications in the Work Orders module: Work Order Tracking Quick Reporting Labor Reporting
Work Order Tracking Application

This section describes the following Work Order Tracking application processes: Report Actual Material Use Report Actual Labor Use Report Actual Tool Use Move/Modify Assets Swap Assets
Report Actual Material Use

Maximo uses the date and time in the Actual Date field to determine the financial period for the transaction. The Actual Date field defaults to the system date and time. When you click Save, after you enter material use information, Maximo writes a record, ISSUETYPE = ISSUE, to the MATUSETRANS table. Maximo posts the quantity as a negative value. Example Report use of 20 bearings (item type = BEARINGS), that costs $0.20 per piece, on the Materials subtab on the Actuals tab in Work Order Tracking.
11-1
Work Order Tracking Application Source of GL Account for Report Actual Material Use Source of GL Account Debit -20 x $0.20 = $4.00 Credit -20 x $0.20 = $4.00 Source of GL Account Inventory control account
1 Inventory GL
account (item resource code) account
2 Work order GL
NOTE
If the item is capitalized, the default credit account is the Capital GL account, and the line cost is zero. For more information, see Chapter 6, Financial Processes in Inventory. After you enter material use information and click Save, Maximo writes the following record to the MATUSETRANS table: ISSUETYPE = RETURN The system posts the quantity as a positive value. Example Report return of 20 bearings (item type = BEARINGS), that costs $0.20 each, on the Materials subtab on the Actuals tab in Work Order Tracking. Source of GL Account for Report Actual Material Use Return Issue Type Source of GL Account Debit 20 x $0.20 = -$4.00 Credit 20 x $0.20 = -$4.00 Source of GL Account Inventory Control account
If Issue Type Field is set to Return
1 Inventory GL
account (item resource code) account
2 Work order GL
NOTE
If the item is capitalized, the default debit account is the capital GL account, and the line cost is zero. For more information, seeChapter 6, Financial Processes in Inventory. The GL fields for actual material use that is reported or viewed in Work Orders default just as they do when the usage is recorded or viewed in the Inventory application or the Issues and Transfers application.
Report Actual Labor Use

The GL fields for actual labor use that is reported or viewed in Work Orders default just as they do when the usage is recorded or viewed in Labor Reporting. For more information about GL field sources, see Labor Reporting Application, on page 11-5. At the transaction level, reporting actual labor use by labor code or craft works just as it does when using the Labor Reporting application to report labor use. For more information, see the following sections: 11-2
Work Order Tracking Application Report Labor Use for Internal Resources, on page 11-8 Report Labor Use for External Resources, on page 11-9 Maximo uses the date and time in the Actual Date field to determine the financial period for the transaction. The Actual Date field defaults to the system date and time.
Report Actual Tool Use

The following section describes displayed fields and database fields for Internal Tools and External Tools.
Internal Tools
Maximo uses the date and time in the Entered Date field in the table to determine the financial period of the transaction. The Entered Date field defaults to the system date and time. Example Report 2 hours use of a hoist that costs $5.00 an hour on the Tools subtab in the Actuals tab in Work Order Tracking. Source of GL Account for Report Actual Tool Use (Internal Tools) Source of GL Account Debit 2 x $5.00 = $10.00 Credit 2 x $5.00 = $10.00 Source of GL Account Internal tools control account
1 Internal tools GL
account (resource code)
2 Work order GL
account Displayed Fields GL Debit Account (GLDEBITACCT)
1 GL Account field in the Tool / Organization Details action of the Tools

application Internal Tool Resource Code field from the Resource Codes action in Chart of Accounts;
2 GL Account field in Work Orders. The GL fields for actual material use
that is reported or viewed in Work Orders default just as they do when the usage is recorded or viewed in the Inventory application or the Issues and Transfers application. See these sections for additional information.
GL Credit Account (GLCREDITACCT) Control Account field in the Tool / Organization Details action of the Tools application Control Account field in the Organization Default Accounts action of the Chart of Accounts. Database Fields TOOLTRANS.GLDEBITACCT
1 ITEMORGINFO.GLACCOUNT CCOUNTDEFAULTS.GLDEFAULT
(where DFLTGROUP = TOOLRESCODE and GROUPVALUE = 0) direct entry (no default)
11-3
Work Order Tracking Application
2 WORKORDER.GLACCOUNT PM.GLACCOUNT or
ASSET.GLACCOUNT or LOCATIONS.GLACCOUNT TOOLTRANS.GLCREDITACCT ITEMORGINFO.CONTROLACC ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLREC and GROUPVALUE = TOOLRECACCT) direct entry (no default)
External Tools
Report external tool use the same as you report internal tool use. If the tools Outside? check box is selected, Maximo uses the external tool resource code on the debit side, and the external tools control account, established by tool vendor, on the credit side. When you click Save after entering tool use information, Maximo writes a record to the TOOLTRANS table. Maximo uses the date and time in the Entered Date field in the table window to determine the financial period for the transaction. The Entered Date field defaults to the system date and time. Example Report 2 hours use of a hoist, at $7.00 an hour, belonging to a contractor, on the Tools subtab in the Actuals tab in Work Order Tracking Source of GL Account for Report Actual Tool Use (External Tools) Source of GL Account Debit 2 x $7.00 = $14.00 Credit 2 x $7.00 = $14.00 Source of GL Account External tools control account, for tool vendor
1 External tools
GL account (resource code) account
2 Work order GL
Displayed Fields GL Debit Account (GLDEBITACCT)
1 GL Account field in the Tool / Organization Details action of the Tools

application External Tool Resource Code field from the Resource Codes action in Chart of Accounts;
2 GL Account field in Work Orders. The GL fields for actual material use
that is reported or viewed in Work Orders default just as they do when the usage is recorded or viewed in the Inventory application or the Issues and Transfers application. See these sections for additional information.
GL Credit Account (GLCREDITACCT) Control Account field in the Tool / Organization Details action of the Tools application Tool Control Account field for Vendor in the Companies application. Database Fields TOOLTRANS.GLDEBITACCT
1 ITEMORGINFO.GLACCOUNT CCOUNTDEFAULTS.GLDEFAULT
(where DFLTGROUP = TOOLRESCODE and GROUPVALUE = 1 direct entry (no default)
11-4
Quick Reporting Application
2 WORKORDER.GLACCOUNT PM.GLACCOUNT or
ASSET.GLACCOUNT or LOCATIONS.GLACCOUNT TOOLTRANS.GLCREDITACCT ITEMORGINFO.CONTROLACC COMPANIES.TOOLCONTROLACCOUNT direct entry (no default)
Move/Modify Assets
You can select Move/Modify Assets from the Select Action menu in Work Order Tracking. This action is described in detail in the Assets application section. For more information, see Chapter 5, Financial Processes in Assets.
Quick Reporting Application

The GL Account field in these applications, whether displayed or not, populates just as it does in Work Order Tracking. In the Quick Reporting application, you can perform the following actions: move/modify assets report actual labor use report actual material use report actual tool use These processes are identical to the processes in the Work Order Tracking application described in this chapter.
Labor Reporting Application

The Labor Reporting application lets you report actual labor usage and see the transaction records of previously reported actual labor usage, whether reported via this application or via the Labor subtab on the Actuals tab in Work Order Tracking. You can edit the GL Debit Account field and the GL Credit Account field when reporting labor usage. Once you click Save, Maximo records the transaction and all fields become read-only.
Work Types
The GL fields default in the same manner for all three work types: NON-WORK (including Sick (SICK) and Vacation (VAC) OT-REF (overtime refused) WORK (including Travel (TRAV) and Waiting on Material (WMATL)
Reporting WORK
To report WORK, you must enter any one of the following items:
11-5
Labor Reporting Application Asset Number GL Debit Account Operating Location Work Order Number If you enter the Work Order Number, Asset Number, or Operating Location, Maximo defaults a value to the GL Debit Account field.
11-6
Reporting NON-WORK and OT-REF

To report NON-WORK and OT-REF, you can leave the following fields blank: GL Debit Account Work Order Asset Operating Location If you do not specify a GL Debit Account, Maximo leaves that field blank. Displayed Fields GL Debit Account (GLDEBITACCT)
1 GL Account field (not displayed) in Labor Labor Resource field (for

Vendor = Null or for Vendor = Not Null) on Labor Resource Codes dialog box in Chart of Accounts;
2 GL Account field in Work Orders (see source description in Work Order

Tracking section,
3 GL Account field (not displayed) in Asset. 4 GL Account field in Locations.

GL Credit Account (GLCREDITACCT)
1 Control Account field (not displayed) in Labor Control Account field

for Work Location on Internal Labor Control Accounts dialog box in Chart of Accounts; or
2 Control Account field for Vendor on External Labor Control Accounts

dialog box in Chart of Accounts; or
3 GL Debit Account field from purchase order line on PO Lines page in

Purchase Orders. Database Fields LABTRANS.GLDEBITACCT
1 LABORCRAFTRATE.GLACCOUNT
ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = LABRESCODE and GROUPVALUE = 0 or GROUPVALUE = 1)
2 WORKORDER.GLACCOUNT 3 ASSET.GLACCOUNT 4 LOCATIONS.GLACCOUNT

LABTRANS.GLCREDITACCT LABOR.CONTROLACC LOCATIONS.INTLABREC ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = EXLABREC and GROUPVALUE = vendor name) or If LABTRANS PONUM is not null, LABTRANS.GLCREDITACCT POLINE.DEBITGLACCT (where LABTRANS.PONUM = POLINE.PONUM and LABTRANS.POLINENUM = POLINE.POLINENUM)
11-7
Report Labor Use

The following sections describe the following financial transactions in the Labor Reporting application that cause Maximo to write General Ledger account transactions: Report Labor Use for External Resources Report Labor Use for Internal Resources
Report Labor Use for Internal Resources

The Labor Reporting application lets you report actual labor use and see the transaction records of previously reported actual labor use, whether reported via this application or the Labor subtab on the Actuals tab in Work Order Tracking. You can edit the GL Debit Account field and the GL Credit Account field when you report labor use before you save the record. After Maximo records the transaction, all fields become read-only. The GL fields default in the same manner for all three work types: NON-WORK (including SICK and VAC) OT-REF WORK (including TRAV and WMATL) In order to report use of type WORK, enter any of the following items: a GL debit account a work order number an asset number an operating location In the cases of NON-WORK and OT-REF, you can report usage without entering this data. If you do not enter a work order number, asset number, or location, the GL Debit Account field does not default to anything. In such cases, you would typically enter a code manually in the GL Credit Account field.
Primary Transaction
When you save a record after reporting actual labor use, Maximo writes a record of type WORK (or a synonym) to the LABTRANS table. Maximo uses the date and time in the Enter Date field to determine the financial period for the transaction. The Enter Date field defaults to the system date and time. Example Joe Jones works for 2 hours at a rate of $15.00 per hour.
11-8
Labor Reporting Application Source of GL Code for Report Labor Use for Internal Resources Source of GL Account Debit $15.00 x 2 = $30.00 Credit $15.00 x 2 = $30.00 Source of GL Account Internal labor control account of work location
1 Internal labor
GL account (resource code)
2 Work order GL
account account
3 Asset GL 4 Operating
location GL account
The preceding table lists GL sources in order of priority. For example, the Labor Resource account code overrides any defined segment in the same position of the Work Order GL account, which, if present, overrides the Asset GL account which overrides any segment(s) in the same position from the locations GL account.
Report Labor Use for External Resources

You report external labor usage similarly to how you report internal labor usage. When you save a record after reporting actual labor use, Maximo writes a record of type WORK (or a synonym) to the LABTRANS table. Maximo uses the date and time in the Enter Date field in the Daily Time table to determine the financial period for the transaction. The Enter Date field defaults to the system date and time. Example 1 Bill Smith works for 2 hours at a rate of $15.00 per hour. A vendor provides Bills services. Source of GL Code for Report Labor Use for External Resources Source of GL Account Debit $15.00 x 2 = $30.00 Credit $15.00 x 2 = $30.00 Source of GL Account External labor control account for the vendor
1 External labor
GL account (resource code) account account
2 Work order GL 3 Asset GL 4 Operating
location GL account 11-9
Labor Reporting Application Example 2 As above, Bill Smith works for 2 hours at a rate of $15.00 per hour. A vendor provides Bills services, but the following example has an outstanding purchase order for those services. Source of GL Code for Report Labor Use for External Resources Source of GL Account Debit $15.00 x 2 = $30.00 Credit $15.00 x 2 = $30.00 Source of GL Account Purchase Order lines GL debit account.
1 External labor
GL account (resource code) account account
2 Work order GL 3 Asset GL 4 Operating
location GL account
Maximo assumes that the purchase orders GL debit account for the external service order is a temporary charge account; receiving the service in Labor Reporting, therefore, clears the charge in the temporary account and charges the correct debit account. The preceding table lists GL sources in order of priority. For example, the Labor Resource account code overrides any defined segment in the same position of the Work Order GL account, which overrides the Asset GL account, if present, which overrides any segment(s) in the same position from the operating locations GL account.
11-10
GL Database Columns
Overview
Appendix
The table in this appendix lists the GL account columns found in Maximo user applications. It shows the Maximo Application, table, and column name for each column. The table also indicates whether you must fully specify the GL account. The GL Account Specification Required (Fully or Partially) column indicates whether the GL database column (and its corresponding field on a tab) requires a fully specified account, or whether Maximo will accept a partially specified account. A fully specified account has an account code in each required component, for example, 6100-350-SAF. A partially specified account has placeholder characters for one or more account components, for example, 6100-???-SAF.
GL Database Column Definitions GL Account Specification Required (Fully or Partially) Fully Fully Fully Fully Fully Fully Fully Fully Partially Partially Partially Fully Fully Partially Fully Fully Fully Fully Fully Fully
Application CHRTACCT CHRTACCT CHRTACCT CHRTACCT COMPANY COMPANY COMPANY COMPANY ASSET ASSET ASSET ASSET INVENTOR INVENTOR INVENTOR INVENTOR INVENTOR INVENTOR INVENTOR INVENTOR
Table TAX TAX TAXTYPE TAXTYPE COMPANIES COMPANIES COMPANIES COMPANIES ASSETTRANS ASSETTRANS ASSET ASSET INVCOST INVCOST INVCOST INVCOST INVRESERVE INVTRANS INVTRANS REORDER
Column Name EXCLUSIVEGL INCLUSIVEGL EXCLUSIVEGL INCLUSIVEGL APCONTROLACC APSUSPENSEACC RBNIACC APCONTROLACC GLDEBITACCT GLCREDITACCT GLACCOUNT ROTSUSPACCT CONTROLACC GLACCOUNT INVCOSTADJACC SHRINKAGEACC GLACCOUNT GLCREDITACCT GLDEBITACCT CONTROLACC
A-1
Application INVENTOR INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE LABOR LABOR LABOR LABOR LOCATION LOCATION LOCATION LOCATION LOCATION LOCATION LOCATION LOCATION LOCATION LOCATION PM PO PO
Table REORDER APTRANS APTRANS INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICE INVOICECOST INVOICECOST INVOICETRANS INVOICETRANS SCHARGES LABORCRAFTRATE LABORCRAFTRATE LABTRANS LABTRANS LOCATIONS LOCATIONS LOCATIONS LOCATIONS LOCATIONS LOCATIONS LOCATIONS LOCATIONS LOCATIONS LOCATIONS PM POLINE POLINE
Column Name GLACCOUNT GLCREDITACCT GLDEBITACCT APCONTROLACCT APSUSPENSEACCT TAX1GL TAX2GL TAX3GL TAX4GL TAX5GL GLCREDITACCT GLDEBITACCT GLCREDITACCT GLDEBITACCT GLDEBITACCT CONTROLACC GLACCOUNT GLCREDITACCT GLDEBITACCT CONTROLACC CURVARACC GLACCOUNT INVCOSTADJACC INVOICEVARACC PURCHVARACC INVOICEVARACC PURCHVARACC RECEIPTVARACC SHRINKAGEACC GLACCOUNT GLCREDITACCT GLDEBITACCT
GL Account Specification Required (Fully or Partially) Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Partially Fully Fully Fully Fully Partially Fully Fully Fully Fully Fully Fully Fully Partially Fully Before approval: Partially On approval: Fully
A-2
Application PR PR RECEIVING RECEIVING RECEIVING RECEIVING RFQ RFQ RFQ SERV SERV TOOL TOOL TOOL TOOL WOTRACK WOTRACK
Table PRLINE PRLINE MATRECTRANS MATRECTRANS MATUSETRANS MATUSETRANS RFQLINE RFQVENDOR QUOTATIONLINE SERVRECTRANS SERVRECTRANS TOOL TOOL TOOLTRANS TOOLTRANS WORKORDER WOSTATUS
Column Name GLCREDITACCT GLDEBITACCT GLCREDITACCT GLDEBITACCT GLCREDITACCT GLDEBITACCT GLDEBITACCT GLCREDITACCT GLCREDITACCT GLCREDITACCT GLDEBITACCT CONTROLACC GLACCOUNT GLCREDITACCT GLDEBITACCT GLACCOUNT GLACCOUNT
GL Account Specification Required (Fully or Partially) Fully Before approval: Partially On approval: Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Fully Partially Fully Fully Partially Partially
A-3
A-4
Notices
This information was developed for products and services offered in the U.S.A. IBM may not offer the products, services, or features discussed in this document in other countries. Consult your local IBM representative for information on the products and services currently available in your area. Any reference to an IBM product, program, or service is not intended to state or imply that only that IBM product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any IBM intellectual property right may be used instead. However, it is the user's responsibility to evaluate and verify the operation of any non-IBM product, program, or service. IBM may have patents or pending patent applications covering subject matter described in this document. The furnishing of this document does not grant you any license to these patents. You can send license inquiries, in writing, to: IBM Director of Licensing IBM Corporation North Castle Drive Armonk, NY 10504-1785 U.S.A. For license inquiries regarding double-byte (DBCS) information, contact the IBM Intellectual Property Department in your country or send inquiries, in writing, to: IBM World Trade Asia Corporation Licensing 2-31 Roppongi 3-chome, Minato-ku Tokyo 106-0032, Japan The following paragraph does not apply to the United Kingdom or any other country where such provisions are inconsistent with local law: INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions, therefore, this statement may not apply to you. This information could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in new editions of the publication. IBM may make improvements and/or changes in the product(s) and/or the program(s) described in this publication at any time without notice. Any references in this information to non-IBM Web sites are provided for convenience only and do not in any manner serve as an endorsement of those
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Notices-3
Notices-4
Index
A
account codes intermediate sources 4-6 merged 4-2 accounts 6-6 AP suspense 3-2 asset 3-7 cost variance 3-5 currency variance 3-3 external labor control 3-10 external tools control 3-10 internal labor control 3-11 internal tools control 3-11 INVCOST table 6-6 inventory control 3-4 inventory cost adjustment 3-4 inventory GL (item resource code) 3-4 location 3-7 locations table 6-6 paid tax GL 3-11 receipts price variance 3-6 rotating suspense 3-6 shrinkage cost 3-7 unpaid tax GL 3-12 adjust average cost 6-13 current balance 6-8 physical count 6-9 standard cost 6-11 AP suspense account 3-2 application Assets 5-1 Chart of Accounts 1-3 Companies 8-1 Incidents 10-1 Inventory 6-5 Invoices 8-11 Issues and Transfers 6-21 Item Master 6-1 Labor 9-1 Labor Reporting 11-5 Locations 5-5 Preventive Maintenance 7-1 Problems 10-1 Quick Reporting 11-5 Service Requests 10-1 Tools 6-32 asset accounts 3-7 assets modify 5-1, 11-5 move 5-1, 11-5 move rotating 5-3 swap 5-5 Assets application 5-1 authorizing GL component access 1-2 average cost adjustment 6-13
B
balances to reconcile 6-10
C
capitalized status changing 6-1 change capitalized status capitalized to non-capitalized 6-4 non-capitalized to capitalized 6-1 Chart of Accounts application 1-3 Companies application 8-1 company-related accounts 3-1 AP suspense 3-2 received but not invoiced (RBNI) 3-2 components GL accounts 1-2 configuring database 1-1 GL account 1-2 currency variance account 3-3 current balance adjust 6-8 current item issue 6-15 customer support i-viii
D
database configuration 1-1 database fields 4-6 database tables 2-1 INVOICETRANS 2-2 INVTRANS 2-3 LABTRANS 2-4 MATRECTRANS 2-5 MATUSETRANS 2-5 SERVRECTRANS 2-6 TOOLTRANS 2-6 displayed fields 4-4
E
external labor control accounts 3-10
Index-1
Index
report labor use resources 11-9 tools control accounts 3-10 Labor Transactions (LABTRANS) table 2-4 location accounts 3-7 operating in GL accounts 3-8 Locations application 5-5 locations table 6-6 accounts in 6-7
G
GL accounts 1-2 asset 3-8 components 1-2 configuring 1-2 database columns A-1 mandatory components 1-2 operating location 3-8 optional components 1-2 Preventive Maintenance 3-8 tracking 4-4 GL database columns A-1
M
mandatory components 1-2 material receipt across organizations internal 8-10 external into storeroom 8-6 external issue on receipt 8-6 inspection required 8-7 internal 8-8 Material Receipts Transactions (MATRECTRANS) table 2-5 Material Use Transactions (MATUSETRANS) table 2-5 merged account codes 4-2 modify assets 5-1 move assets 5-1 rotating assets 5-3
I
Incidents application 10-1 intermediate sources of account codes 4-6 internal labor control accounts 3-11 internal resources report labor use 11-8 internal tools control accounts 3-11 INVCOST table accounts 6-6, 6-7 Inventory application 6-5 inventory control accounts 3-4 inventory cost adjustment accounts 3-4 inventory GL accounts 3-4 Inventory Transactions (INVTRANS) table 2-3 inventory-related accounts 3-2 control 3-4 cost adjustment 3-4 currency variance 3-3 GL 3-4 invoice cost variance 3-5 receipts price variance 3-6 resource code 3-9 rotating suspense 3-6 shrinkage cost 3-7 invoice cost variance accounts 3-5 lines tab 8-11 Invoice Transactions (INVOICETRANS) table 2-2 Invoices application 8-11 issue current item 6-15 Issues and Transfers application 6-21 issues tab 6-29 transfer in 6-26 Item Master application 6-1
O
online support i-viii
P
paid tax GL account 3-11 physical count adjust 6-9 Preventive Maintenance (PM) application 7-1 GL accounts 3-8 Problems application 10-1 Purchase Orders (PO) application 8-5 PO lines tab 8-5 Purchase Requisitions (PR) application 8-1 PR lines tab 8-2
Q
Quick Reporting application 11-5
L
labor report use 11-8 Labor application 9-1 Labor Reporting application 11-5
R
receipts price variance account 3-6 received but not invoiced (RNBI) account 3-2
Index-2
Index
Receiving application 8-5 material receipt, external, into storeroom 8-6 material receipt, external, issue on receipt 8-6 material receipt, internal 8-8 reconciling balances 6-10 report actual labor use 11-2 material use 11-1 tool use 11-3 report labor use 11-8 for external resources 11-9 for internal resources 11-8 resource code 3-9 inventory 3-9 tool 3-9 resource control accounts 3-10 external labor 3-10 external tools 3-10 internal labor 3-11 internal tools 3-11 rotating assets move from non-storeroom 5-3 rotating suspense account 3-6
U
unpaid tax GL account 3-12
V
validation set up 1-3 variances for services 8-22
W
Work Order Tracking application 11-1 report actual labor use 11-2 report actual tool use 11-3 work types labor reporting application 11-5
S
security 1-1 service charged to store 8-23 not charged to store 8-22 Service Receipts Transactions (SERVRECTRANS) table 2-6 Service Requests application 10-1 setting up validation 1-3 shrinkage cost account 3-7 standard cost adjustment 6-11 starting the timer on a ticket 10-1 stopping the timer on a ticket 10-1 support, online i-viii swap assets 5-5
T
tax accounts 3-11 paid tax GL 3-11 unpaid tax GL 3-12 tax transactions do not pay tax to vendor 8-17 pay tax to vendor 8-16 tool resource code 3-9 Tools application 6-32 Tools Transactions (TOOLTRANS) table 2-6 tracking GL accounts 4-4 transfer in 6-26 tab 6-31 transfer out 6-24 tab 6-30
Index-3

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IBM Maximo

Finance Managers Guide

IBM Maximo: Finance Managers Guide

About This Guide

Copyright IBM Corp. 2006

IBM Maximo Workflow Implementation Guide

IBM Maximo Enterprise Adapter (MEA) System Administrator's Guide

IBM Maximo: Finance Managers Guide

Security and Database Configuration

Copyright IBM Corp. 2006

Authorizing GL Component Access

Configuring your GL Account

Mandatory and Optional Components

IBM Maximo: Finance Managers Guide

Using the Chart of Accounts Application

Security and Database Configuration

Specifying Validation Options for GL Account Codes

4 Select or clear the appropriate check boxes:

IBM Maximo: Finance Managers Guide

5 To save any validation changes, click OK.

Working with Locations

Security and Database Configuration

Other Inventory Type Locations

IBM Maximo: Finance Managers Guide

Copyright IBM Corp. 2006

INVOICETRANS -- Invoice Transactions

IBM Maximo: Finance Managers Guide

INVTRANS -- Inventory Transactions

LABTRANS -- Labor Transactions

IBM Maximo: Finance Managers Guide

MATRECTRANS -- Material Receipts Transactions

MATUSETRANS -- Material Use Transactions

SERVRECTRANS -- Service Receipts Transactions

TOOLTRANS -- Tools Transactions

IBM Maximo: Finance Managers Guide

Copyright IBM Corp. 2006

Received but not Invoiced (RBNI) Account

IBM Maximo: Finance Managers Guide

Currency Variance Account

1 Select Administration > Organizations to open the Organizations

Variance accounts track price variances by storeroom location, not by item.

Inventory Control Account

Inventory Cost Adjustment Account

Inventory GL Account (item resource code)

IBM Maximo: Finance Managers Guide

Invoice Cost Variance Account

Purchase Variance Account

Receipts Price Variance Account

Rotating Suspense Account

Shrinkage Cost Account

Location and Asset Accounts

Preventive Maintenance Account

Operating Location GL Account

Preventive Maintenance Account

Inventory Resource Code

Labor Resource Code

Tool Resource Code

Resource Control Accounts

External Labor Control Account

External Tools Control Account

IBM Maximo: Finance Managers Guide

Internal Labor Control Account

Internal Tools Control Account